Priority Screening Date: September 21, 2022 Recruitment Status: Open Until Filled
Powered by an inspiring Founding Vision Statement, California State University, Monterey Bay (CSUMB) is a mid-sized comprehensive baccalaureate and masters granting university whose staff and faculty help transform student lives through a focus on student success and engagement through project-based learning, service learning in its regional community, and the promotion of multicultural and global perspectives on and beyond campus. CSUMB is both a Minority Serving Institution (MSI) and a Hispanic Serving Institution (HSI) and has a vibrant, diverse student body of over 7,400 students. The university's Strategic Plan prioritizes inclusive excellence through recruiting and investing in the development of a diverse body of faculty, staff, and administrators. CSUMB's sustainability initiative is to be carbon neutral by 2030. The university's faculty and staff, many of whom live in the East Campus housing development, appreciate living and working so close to the shores of the beautiful Monterey Bay. As one of the 23 campuses in the California State University (CSU) system, CSUMB offers excellent benefits, including access to below-market-rate campus housing and competitive salaries for faculty and staff.
Under the general supervision of the Director of Alumni and Donor Relations, the Alumni Relations Specialist provides coordination and oversight for the CSU Alumni Association (CSUMBAA) and affiliated chapters, coordinates alumni events and programming, manages social media accounts, and provides overall web support. Also provides general supervision to student assistants and reception oversight for the Alumni and Visitors Center. Working closely with various constituents including alumni, potential donors, volunteer leaders, community professionals, and campus staff, the incumbent creates programming to increase alumni participation through event attendance and social media presence. May represent CSUMB at CSU Alumni activities at the direction of the Director.
ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:
Serves as the prime contact for Alumni Relations. Required to assess, formulate, and evaluate the impact of recommended or implemented strategies to increase alumni participation. Work requires regular participation in planning and executing activities and events, and as required, independent determination of methods to meet alumni relation goals.
Leads daily operations and support for the CSUMBAA and affiliated chapters. Attends board (Advisory Committee) and subcommittee meetings and follows up on action items. Provides staff support and the administration function for Alumni Boards, Advisory Committees, and various other committees.
Oversight of alumni operations with influence over key objectives and long-term goals with broad impact within and outside the organization. Coordinates alumni outreach through mailings, phone calls, and emails. Performs or directs key administrative duties including answering alumni inquiries, tracking current members, processing membership cards, and researching and updating alumni data records.
Independent determination of marketing approaches to priorities, such as, alumni participation. Work is reviewed against overall goals and objectives, with full accountability for results.
Independent performance of varied or specialized alumni-related activities and events such as alumni reunions, networking and special events, alumni association and its membership, which includes preparing agendas, scheduling meetings, reserving rooms and facilities, notifying participants, handling RSVP lists, coordinating campus resources, ordering supplies, making arrangements for equipment and catering, and providing oversight of event set-up and execution.
Collaborates and interfaces with Student Affairs (parent outreach), Government Relations (alumni advocacy) and development (referral for solicitation and cultivation)
Manages relationships with outside entities or agencies and manages sensitive information and situations. Works with vendors, affinity partners, and university partners to engage and improve programs and benefits.
Alumni & Visitors Center (AVC} and General Duties:
Oversees day-to-day front desk operations and provides lead work direction to student assistants monitoring all work assignments. Establishes goals for direct reports and ensures goals are achieved.
Hires, trains, and oversees the Alumni Relations student assistants.
Ensures visitors are properly directed or referred, and receive correct information regarding the campus directions and academic requirements; maintains the appearance of the AVC; and restocks literature and maps.
Represents CSUMB Development to a wide variety of contacts. Provides exemplary customer service to all internal and external contacts-particularly volunteer board members. Organizes and maintains a complex system of files and records for electronic and physical inventory of materials; maintains office supplies; handles sensitive information and documents, and maintains strict confidentiality.
Leads business innovation and process improvement efforts, often developing new strategic approaches and solutions to reach alumni. Addresses problems from a broad interactive perspective using advanced research and analytical skills to conceive new solutions for alumni engagement.
Maintains and updates all alumni web pages including event pages.
Maintains all alumni social media accounts including Facebook, Twitter, and Instagram.
Creates and gathers content for alumni newsletters, invitations, event flyers and other printed pieces in coordination with University Communications. Provides general direction for print and digital graphic design projects.
Performs other job-related duties and special projects as assigned.
KNOWLEDGE, SKILLS AND ABILITIES:
Thorough knowledge of and ability to apply expertise to complex program and/or administrative specialties, including pertinent laws and regulations. Demonstrated expertise in and advanced knowledge of the principles, problems and methods of public and business administration and operational and fiscal management. Expertise in administrative survey techniques, operations and system analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies.
Skills: Demonstrated expertise in and advanced knowledge of the principles, problems, and methods of public and business administration and operational and fiscal management. Demonstrated consultative skills in working with internal and external constituent groups. Skill in the research, development and evaluation of policies and programs, including skill in the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations.
Ability to: take initiative and work independently to determine effective approaches to projects and priorities; organize, coordinate, and perform work in various situations where numerous and diverse demands are involved; apply extensive expertise to complex programs and/or administrative specialties, including pertinent laws and regulations; understand problems from a broad, interactive perspective and discern applicable underlying principles to conceive of and develop strategic solutions; work with representatives from public and private entities and handle potentially sensitive situations; effectively present ideas and concepts in written or presentation format and use consultative and facilitation skills to gain consensus; apply extensive expertise to the complexity of maintaining effective university-community partnerships in both face-to-face and online contexts; work with representative from public and private entities and handle potentially sensitive situations.
Entry into this classification requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods. This foundation would normally be obtained through a bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.
Fully functional knowledge of customer service interaction, professional demeanor, as well as an ability to understand and operate in a variety of organizational structures. Proficient with a broad range of technology, systems, and packages; including word processing, spreadsheet, mail merges, database management, and electronic scheduling. Ability to establish and maintain cooperative working relationships within a diverse, academic environment. Exceptional ability to communicate verbally and in writing in a professional, persuasive and tactful manner. A strong customer service attitude and commitment is essential. Demonstrated ability to address the essential functions associated with this position including the knowledge and abilities identified above. Experience working with volunteer and community groups. Some events experience.
Equivalent to a bachelor's degree AND two years of technical or administrative experience. Some supervisory experience is desired. Some working knowledge of higher education institutions, particularly matriculation and degree information. Experience working with diverse populations and in an academic setting. Technical fluency with Microsoft Office Suite, mentoring software/program experience.
Raiser's Edge (or equivalent database), Internet browsers, and Google email and calendaring programs. Highly desirable: Demonstrated understanding of and commitment to CSUMB's Vision.
SPECIAL CONDITIONS OF EMPLOYMENT & POSITION DESIGNATIONS:
All offers of employment are contingent upon the successful completion of a background check (including a criminal records check).
The person holding this position is considered a 'mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
This position will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095.
This position has been designated as a sensitive position with access to, or control over, cash, checks, credit cards, and/or credit card account information; responsibility or access/possession of building master or sub-master keys for building access; access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards.
This position is required to comply with confidentiality requirements outlined in the Department of Education's Family Educational Rights and Privacy and California's Educational Code Chapter 13 regarding sensitive student issues.
Must possess and maintain a valid license to drive in the State of California, pass the Defensive Training Class, and be insurable under the University's liability coverage.
May require occasional evenings and/or weekend work.
Office environment with standard equipment and tasks. Position requires working at a computer and desk for extended periods of time. May require travel between campus offices and off-campus locations.
The health and safety of our students, faculty, and staff remain our highest priority. While on campus, students, faculty, staff, and the community will be expected to follow all campus safety mandates.
Per the CSU COVID-19 Vaccination Interim Policy, all students and employees are required to submit their vaccination status to the Otter Vaccination Registry and are encouraged to be vaccinated.
CSUMB offers a premium benefit package that includes outstanding vacation, health, dental and vision plans; membership in the California Public Employees Retirement System (CalPERS); and 14-paid holidays a year. For more information, visit CSU System Benefits. Additionally, as a perk, the University Corporation at CSU Monterey Bay provides access to affordable campus housing based on availability; visit Schoonover Employee Housing for more information.
For full consideration, applicants must complete the required online application prior to the priority screen date found at Careers at CSUMB. Application submissions received after the application screening date will be reviewed at the discretion of the University. Materials submitted become the property of CSUMB and will not be returned.
CSUMB is not a sponsoring agency for staff or management positions.
Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting University Personnel at (831) 582-3389 or email firstname.lastname@example.org. All employees must be eligible for employment in the U.S.
CSUMB hires only individuals lawfully authorized to work in the United States and is an E-Verify employer. In compliance with federal crime awareness and campus security legislation, including the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics, you can view the notice of availability and access the Cal State University, Monterey Bay annual security and fire safety reports at https://csumb.edu/clery/asr-and-fsr-notices-availability/.
CSUMB is a smoke and tobacco-free campus.
AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER:
CSUMB is an Equal Opportunity Affirmative Action employer seeking to recruit and support a broadly diverse community of faculty and staff. We value and celebrate diversity in all its forms and strive to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion. We consider qualified applicants for employment for their anticipated contributions and without regard to race, color, religion, national origin, age, gender, gender identity or expression, sexual orientation, genetic information, medical condition, pregnancy, marital status, veteran status, or disability.
California State University Monterey Bay (CSUMB), is a comprehensive public university committed to serving the diverse people of California, especially the working class, historically under-served, and low income populations. The university values an educational environment of cultural and linguistic diversity and gender equity; ethical reflection and practice; effective and experimental use of technologies as resources to people and catalysts for learning; and the integration of cross-disciplinary models enabling students, faculty and staff to engage in innovative instruction and coordinated service learning. The curriculum is organized around student learning outcomes. It is global in perspective, and of sufficient breadth and depth to meet local, regional, and statewide needs, specifically those of both isolated rural communities and inner-city populations. The identity of the University is framed by substantive commitment to a multilingual, multicultural, intellectual community which enables students, faculty and staff to cross institutional boundaries for innovative instruction, broadly defined scholarly and creative activity, and coordinated community service. The campus is located on Monterey Bay, 100 miles south of San Francisco.