Alumni Relations Assistant

Boston College • Newton, MA

7d • $46,600 - $58,250 • Onsite

About The Position

As we enter the third year of the public phase of Soaring Higher: the Campaign for Boston College, we invite you to join our community. Driven by our mission to advance the University for years to come, this $3B comprehensive campaign prioritizes Financial Aid, Academics, and Student Life.

Based on a fundamental Jesuit tenet of developing the whole person, University Advancement is large enough to benefit from many campus resources, yet small enough to be agile and creative in supporting all associates. With an average tenure of close to 10 years at Boston College, our 250-person centralized organizational structure offers a variety of roles across fundraising, alumni relations, operations, and communications and engagement. We invest in the professional growth of every staff member through individual and team-based programs. Likewise, we aim to attract the very best, seeking team members who are as ambitious and as committed to our team as we are. We value a culture of diversity, equity, inclusion, and belonging while actively promoting team members who contribute to the success of University Advancement.

See below the current opportunity to begin (or return to!) your Boston College experience!

Job Description:
The Alumni Relations Assistant reports directly to the Director, Alumni Regional and Class Engagement, and provides additional support to the Senior Associate Director for Regional Engagement and the Senior Associate Director for Class & School Engagement.

This role provides high-level operational and administrative support to the Director and two Senior Associate Directors and serves as the central hub for the Regional and Class & School Engagement teams, ensuring seamless workflows, professional communication with senior University officials, and successful execution of alumni programming. Key responsibilities include:

Executive Support & Administration
Calendar & Travel: Assist in the management of complex daily schedules for the Director and Senior Associate Directors; help to coordinate all University-related travel and itineraries when necessary.
Budget Assistance: Assist in managing Regional, Class & School Engagement and Law budgets and processing related expenses such as P-Card transactions and reconciliations.
Office Operations: Manage dedicated telephone lines and email accounts; greet visitors to the Alumni Center with professionalism. You are also responsible for all mail correspondence, including management of the FedEx account.
Data & Reporting: Run regular alumni constituent reports and submit meeting contact reports to ensure accurate record-keeping. You will serve as the CVENT and Spark Liaison, updating all volunteer tags, adding internal registrants and no-shows, assisting with attendance registration, and running reports.
Spark Record Upkeep: Name changes, death notices, address changes, etc.
Program & Event Management
Portfolio Management: Take primary responsibility for a small portfolio of annual programs as assigned by the Director.
Pre & Post Event Logistics: Support the planning of 300+ annual events, including printing name tags, Spark & CVENT input, managing the email/event submission process, and providing on-site support for regional, class-specific, and law events.
Impact Analysis: Create and distribute post-event surveys; analyze data to provide insights for future programming.
Documentation: To create and maintain agendas, meeting minutes, and programming documents for the Director and Senior Associate Directors.
On-Site Event Support: Help support local signature events, such as Reunion Weekend, Law Reunion, Winter Wonderland, Laetare Mass, Easter Celebration, and the Boston Holiday Party - as well as events to support the team on an as-needed basis.
This position requires the ability to execute a variety of tasks with precision, flexibility, and confidence, both independently and as part of a team of nineteen on the Alumni Relations team.

The Alumni Relations Assistant will often handle confidential materials; therefore, good judgment and discretion are required.

Excellent interpersonal and organizational skills; exceptional proofreading skills; strong attention to detail and commitment to accuracy; superb oral and written communication skills; the ability to handle multiple tasks, manage special projects, and work independently to meet deadlines; and a collaborative, service-oriented attitude are essential.

The full-time hiring equivalent salary range is $46,600 to $58,250. Salary is commensurate with relevant experience.

Requirements

• This position requires a minimum of two years of increasingly responsible experience in volunteer management or special events in a University, other nonprofit settings, or for-profit business disciplines, or an equivalent combination of events and other directly related experiences.
• Exceptional communication and interpersonal skills, demonstrated volunteer and event management skills (diplomacy, creative thinking, vigilance, and the ability to quickly resolve problems using common sense and available resources), and the ability to manage multiple projects with keen attention to detail and excellent organizational skills are required.
• Exceptional proficiency with the Microsoft Office suite is required.
• Also requires good judgment and discretion when handling confidential materials.
• Requires a high school diploma, bachelor’s degree preferred.
• Candidates should be highly motivated to work in a fast-paced environment that will require some night and evening work.
• Must be a team player who is highly motivated and dedicated to the goals of advancing higher education and has an appreciation for Jesuit Catholic education and the goals and values of Boston College.

Nice To Haves

• Familiarity with fundraising software, especially Blackbaud and CVENT, is preferred.
• Knowledge of the University's budget and purchasing policies and processes is preferred, as is the ability to work flexible hours and be available for on-site event management on evenings and weekends on a regular basis.

Responsibilities

• Assist in the management of complex daily schedules for the Director and Senior Associate Directors; help to coordinate all University-related travel and itineraries when necessary.
• Assist in managing Regional, Class & School Engagement and Law budgets and processing related expenses such as P-Card transactions and reconciliations.
• Manage dedicated telephone lines and email accounts; greet visitors to the Alumni Center with professionalism. You are also responsible for all mail correspondence, including management of the FedEx account.
• Run regular alumni constituent reports and submit meeting contact reports to ensure accurate record-keeping. You will serve as the CVENT and Spark Liaison, updating all volunteer tags, adding internal registrants and no-shows, assisting with attendance registration, and running reports.
• Name changes, death notices, address changes, etc.
• Take primary responsibility for a small portfolio of annual programs as assigned by the Director.
• Support the planning of 300+ annual events, including printing name tags, Spark & CVENT input, managing the email/event submission process, and providing on-site support for regional, class-specific, and law events.
• Create and distribute post-event surveys; analyze data to provide insights for future programming.
• To create and maintain agendas, meeting minutes, and programming documents for the Director and Senior Associate Directors.
• Help support local signature events, such as Reunion Weekend, Law Reunion, Winter Wonderland, Laetare Mass, Easter Celebration, and the Boston Holiday Party - as well as events to support the team on an as-needed basis.

Benefits

• Tuition remission for Employees
• Tuition remission for Spouses and Children who meet eligibility requirements
• Generous Medical, Dental, and Vision Insurance
• Low-Cost Life Insurance
• Eligibility for both University-Funded 401k and Employer-Sponsored 403b Retirement Plans
• Paid Holidays Annually
• Generous Sick and Vacation Pay

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED