Assistant Director for Alumni and Parent Travel

University of Virginia

7d•$55,000 - $61,000•Hybrid

About The Position

External Relations at the University of Virginia (UVA) is seeking a highly qualified candidate to fill the role of Assistant Director for Alumni and Parent Travel to support Global Networks and Programs within 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. Position Summary The Office of Engagement strengthens the relationships that alumni, friends, and families have with the University of Virginia by creating lifelong connections. The Alumni and Parent Travel program (“Cavalier Travels”) offers small-group educational travel and faculty-enriched experiences with high-touch relationship management. Reporting to the Senior Associate Director, Alumni and Parent Travel, the Assistant Director, Alumni and Parent Travel will manage the registration process for approximately 16 to 22 trips per year and assist with trip execution, including pre-trip preparation and post-trip stewardship. The Assistant Director will build relationships with alumni, friends, and families through daily verbal and written interactions and will establish and maintain relationships with tour operators, UVA faculty, and colleagues in the Office of Engagement, External Relations, and University-wide. The Assistant Director will support the operational and marketing processes of the program through ongoing analysis of data and best practices.

Requirements

Bachelor’s degree with at least 2+ years of relevant experience in customer service, hospitality, events, alumni relations, or related field (internships and student employment considered).
Excellent written, verbal communication and emotional intelligence skills.
Demonstrated attention to detail and ability to manage multiple tasks.
Must be comfortable engaging with a highly involved, discerning audience and meeting elevated expectations.
Proficiency with Microsoft Word and basic office technology.

Nice To Haves

Experience in travel, experiential programming, and / or global education.
Proficiency with Microsoft Excel and the Microsoft Tools Suite.
Proficiency with Adobe InDesign or other design software.
Experience with Monday.com or other project management software.
Experience with a CRM and / or database management.
Experience in higher education engagement.

Responsibilities

Respond to phone and email inquiries in a timely and professional manner.
Guide prospective travelers through the decision-making and registration process, providing detailed trip information and thoughtful follow-up.
Manage the overall trip registration process in collaboration with tour operators.
Manage creation and mailing of pre-trip materials and scheduling virtual pre-trip gatherings.
Assist with coordinating pre-trip logistics for traveling staff and faculty, including registration, training, travel arrangements, and trip materials.
Manage post-trip stewardship efforts with travelers and staff, including surveys, photo sharing, and follow-up communications.
Maintain accurate registration records, keeping the registration database up to date.
File contact reports after initial traveler inquiries and significant interactions.
Ensure that Cavalier Travels’ events and travelers are recorded our Customer Relationship Management (CRM) system.
Generate lists and reports from registration database.
Send trip surveys. Collect, analyze, and distribute results.
Collaborate with other team members, including the Senior Associate Director, the Advancement Associate, and the Student Intern(s), to accomplish program goals.
Coordinate with members of the UVA Global Networks and Programs team to plan gatherings, meetings, or receptions with local constituents during the travel experience.
Learn and become proficient with the CRM system.
Collaborate on continuous improvements to staff and faculty trip manuals.
Proactively identify and implement improvements to enhance program operations.
Assist the Senior Associate Director in completion of six-month and annual reports.
Contribute ideas to enhance the full traveler experience, informed by traveler feedback, peer benchmarking, and best practices.
Staff at least one domestic or international extended trip every 12-18 months, providing around-the-clock support to the tour director and travelers while on tour.
Assist with “on-call” remote support for real-time issue resolution while tours are operating, addressing staff and traveler needs, unexpected tour changes, and communicating with tour operators.
Attend an annual educational travel conference when warranted.
Participate in occasional local, virtual, or off-site evening and weekend events and meetings.