Advancement Associate, Alumni and Parent Travel

University of Virginia

6d•$22 - $24•Hybrid

About The Position

External Relations at the University of Virginia (UVA) is seeking a highly qualified candidate to fill the role of Advancement Associate for the Alumni and Parent Travel program (Cavalier Travels) to support Global Networks and Programs in the Office of Engagement. The University of Virginia has a strong and reputable advancement community, boasting effective, results-oriented, and resourceful professionals. Our community comprises a robust central advancement organization, 12 University schools, and more than 25 University-related programs. We offer a wide variety of career opportunities, as well as an outstanding environment for professional growth and development. The Office of Engagement strengthens the relationship that alumni, friends, and families have with the University of Virginia by creating lifelong connections. The Cavalier Travels program aims to connect constituents to the University and each other by providing opportunities for exploration and discovery of destinations worldwide. The Advancement Associate reports to the Senior Associate Director for Alumni and Parent Travel. Position Summary The Advancement Associate will provide administrative support to the Senior Associate Director and Assistant Director in executing 15 to 23 trips per year by managing procurement needs, preparing trip materials, and providing customer service. The Advancement Associate will establish and maintain relationships with colleagues in the Office of Engagement and External Relations; faculty and staff; UVA alumni, friends, and families; and tour operators.

Requirements

High School Diploma / GED required
At least 2 years of related experience
Proficient in computer applications, including Microsoft Word and basic Excel
Detail-oriented with a strong administrative skill set
Excellent interpersonal skills with the ability to work independently and as part of a team
Excellent oral and written communication skills, organizational skills, listening skills, and ability to meet deadlines

Nice To Haves

Bachelor’s degree
Ability to create expense reports in Workday
Proficiency in the Microsoft Office Suite
Proficiency in the project management software Monday.com
Working knowledge of the External Relations CRM (Salesforce)
Working knowledge of the Event (planner) software Blackthorn
Experience in a travel-related field

Responsibilities

Complete expense reports in compliance with stated guidelines and policies for team members, trip hosts, foundation employees, and faculty
Manage trip stipends for approved faculty
Manage procurement needs such as credit card payments, purchase orders, vendor registration, and contract approvals
Review monthly budget reports
Communicate professionally by phone and email with constituents, alumni, faculty, staff, leadership, and tour operators
Take and enter registrations in the Cavalier Travels database
Manage trip details through shared drive and Monday.com
Manage trip folders
Create directories, bookmarks, and labels for mailings
Manage trip photos
Other duties as assigned