Employment Opportunities

DEPARTMENT

Office of University Outreach and Advancement

SUPERVISOR

Director of University Outreach and Advancement

Reporting to the Director of Outreach and Advancement, the Outreach and Advancement Assistant provides administrative support to the University’s alumni affairs, parent relations and development functions. 

The Assistant often serves as the first point of contact with the Office of University Outreach and Advancement and as such contributes to the implementation of a strategic vision to maintain lifelong and mutually-enriching relationships with The American University of Paris’s 16,000+ alumni and other constituents – both internal and external – in the US and worldwide.

The Outreach and Advancement Assistant plays an active role in strengthening the relationship between AUP and its alumni community to encourage engagement and financial support.  He/She assists in implementing AUP’s alumni strategy, including AUP Global (AUP’s online Alumni platform), Career Mentoring, and other activities and events.

RESPONSIBILITIES

General Outreach and Advancement (50%)

• Facilitates and supports all administrative needs for the Outreach and Advancement team including but not limited to
  • ordering supplies
  • maintaining printers
  • collecting and distributing mail
  • circulating timesheets
  • coordinating maintenance needs
  • delivering high priority documents to Finance and other campus offices
  • maintaining orderly electronic and hard copy files
  • creating fall, spring and summer work schedules and space assignments
  • coordinating and coding  invoices and expense reporting for approval and signature.
• Greets and directs visitors to the Office of Outreach and Advancement and monitors access to the building; maintains a daily visitors’ log, provides telephone reception support to the Director of Outreach and Advancement, serves as the administrative liaison and contact with a variety of constituents related to the work of the unit including donors, faculty, and University administrators, assists with special events as needed
• Designs, organizes, and implements administrative systems and procedures
• Monitors the advancement@aup.edu and other mailboxes as needed, responds to requests or channels them to the appropriate respondent; processes basic requests for alumni cards and transcripts.
• Updates constituent contact information and donor records in the database as notified by emails and by the Director of University Outreach and Advancement and the Vice President for Presidential Initiatives.
• Manages the agendas of the Director of Outreach and Advancement and the Vice President for Presidential Initiatives.
• Assists in scheduling prospect/donor visits for the President and volunteer leadership, providing travel arrangements where necessary, coordinating with the President’s Office staff.
• Formats, proofreads, edits, fact-checks, distributes and tracks correspondence produced by the Director of Outreach and Advancement and the Vice President for Presidential Initiatives.
• Schedules meetings and coordinates the use of office space and resources for meetings and conferences; prepares meeting materials and keeps minutes for bi-weekly staff meetings.
• Processes all credit card, expense reports, and travel-related forms for the Director of University Outreach and Advancement and the Vice President for Presidential Initiatives.
• Collaborates with the Alumni Relations Manager on local activities for the French Alumni Group.
• Performs other appropriate duties as assigned by the Director of Outreach and Advancement and the Vice President for Presidential Initiatives.

Alumni and Parent Relations (50% of time)

• Assists the Alumni Affairs and Parent Relations Programs by coordinating the daily tasks related to those functions, including correspondence and events.  
• Assists in developing, promoting and implementing events to a broad audience of alumni, parents and friends
  • Works with the Office of Experiential Learning to coordinate the Alumni Mentoring program, setting up events and identifying additional ways to support alumni engagement in career activities. 
  • Coordinates alumni events, including invitation/promotion process and material preparation
  • Researches event locations and coordinates catering needs for events and other alumni activities to be held on and off campus
  • Sets up participant registration and fee administration, coordinating correspondence and confirmations for alumni events and activities when required (largely via AUP Global)
  • Prepares guest lists, badges and additional materials according to the needs of on- and off-campus events.
  • Coordinates AUP Global activity, including continued promotion to alumni to increase registration and monitoring of uptake and alumni engagement
• Coordinates with communications colleagues to ensure consistency of messaging to alumni across all platforms, including tracking and monitoring effectiveness
• Assists communications colleagues to set specific, multi-channel strategies to boost AUP’s presence and increase alumni engagement, with special attention to alumni activities and events
• Communicate regularly with other departments in order to maintain awareness of mutual goals and interests
• Monitor and contribute content to LinkedIn, Facebook and other social media for updated AUP alumni activity
• Track and disseminate communications about alumni activities and engagement
  • Assist other University offices with alumni surveys such as the “Next Destination” survey to recent graduates

QUALIFICATIONS

• Undergraduate degree or BAC + 2 minimum;
• Excellent English verbal and written communication skills required; basic French language skills preferred;
• Solid computer skills in a PC environment with the capability to master new software applications and technologies; excellent word processing and accurate keyboarding skills required; advanced understanding and experience with Office 365
• Ability and willingness to become proficient with relational database is required; familiarity with Raiser’s Edge a plus;
• Professionally mature, motivated to learn, and flexible in response to shifting priorities;
• Good organizational skills, including careful attention to detail
• Ability to work under pressure, understand and follow policies and procedures;
• Proven ability to work independently as well as collaboratively on a team;
• Hospitable and discreet, with client friendly attitude and the ability to handle sensitive/confidential information; representative of the AUP spirit
• Strong interpersonal skills including an excellent phone manner and personal presentation; must demonstrate a high level of professionalism, discretion, self-confidence, and poise with an ability to deal effectively and politely with people from different backgrounds and experience levels;
• Knowledge of and interest in fundraising and alumni relations in a non-profit setting helpful

Candidates should send an expression of interest with a CV to jobapplicants@aup.edu