"Alerted.org

Position Number: 000164

Department: Constituent Relations (Adm)

Employment Type: Permanent - Full-time

Months Per Year: 12

Essential Duties and Responsibilities:

+ Coordinate the daily administrative operations of the Corporate Engagement and Strategic Partnerships team, ensuring smooth execution of office and program functions.

+ Serve as the central point of contact for scheduling, communication, and inquiries related to corporate engagement activities.

+ Prepares participant materials, organizes campus tours, coordinates meeting spaces, and arranges catering.

+ Execute events with high-profile internal and external leaders.

+ Manage contact information by updating records and tracking communications.

+ Manage departmental budget, expenditures, and maintain transaction journals.

+ Direct access to, or responsibility for, cash and credit card information, University property disbursements or receipts, and extensive authority for committing the financial resources of the University.

+ Direct responsibility for the secure handling of sensitive and/or confidential information.

+ Understands the department’s mission and University policies and procedures..

+ Draft, review, and process standard correspondence, meeting agendas, notes, and follow-ups to support effective communication with internal and external stakeholders.

+ Assist in the preparation and submission of documentation for contracts, proposals, agreements, and other partnership-related materials.

+ Coordinate and monitor calendars for key meetings, partner visits, and deadlines, ensuring all logistics are managed effectively.

+ Track and process team expenses, assist with procurement of supplies or services, and reconcile monthly budget and financial records.

+ Assist with the development and maintenance of standard operating procedures and process documentation to support team consistency and efficiency.

+ Prepare and format data reports, charts, and summaries to support presentations and decision-making for leadership and donors.

+ Manage scheduling, logistics, and preparation for internal and external meetings, campus visits, and partnership-related events.

+ Maintain accurate records of corporate partners, contacts, interactions, and outcomes using databases and tracking tools (e.g., CRM systems, spreadsheets, project management software systems).

+ Collaborate with internal stakeholders to help prepare, process, and maintain documentation for proposals, agreements, memoranda of understanding (MOUs), and follow-up reports.

+ Handle incoming communications (email, phone, mail) and direct inquiries to appropriate team members or campus units.

+ Support budget processing, tracking, invoice processing, P-card reconciliation, 49er mart purchase orders, travel paperwork, and additional reporting related to corporate engagement activities.

+ Provide additional support and perform other duties as assigned by the Executive Director.

Minimum Experience / Education:

Required Minimum Qualifications:

Bachelor’s degree or equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.

University Preferred Qualifications:

Graduation from a four-year college or university and two years of related experience; or an equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.

Preferred Education Skills and Experience:

+ Bachelor’s degree from an accredited institution.

+ Two years of project coordination and administrative experience, preferably in a high-volume office.

+ Experience in higher education institutional advancement or non-profit operations.

+ Demonstrated ability to take primary responsibility for a diverse range of projects and to complete them in a timely manner with limited supervision.

+ Knowledge of the principles, practices, and ethics of fundraising and corporate relations

+ Goal-oriented self-starter with high attention to detail.

+ Computer literacy and competency with donor databases, Salesforce or other CRM systems, Adobe Creative Cloud products, Microsoft and Google suite of software products, project management software, and a willingness to learn new systems.

+ Excellent verbal communication skills and outstanding writing ability, including the drafting and editing of communications for multiple audiences.

+ Strong interpersonal skills and customer service orientation.

+ Commitment to a collegial and collaborative team approach with the ability to build effective internal and external relationships.

+ Ability to work both independently and as part of multiple teams.