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Position Description:

This position reports directly to the Associate Vice President for Integrated Engagement at the University of Louisville and assists with all daily matters as it relates to the daily functions within those areas.  This includes, but not limited to, the following: calendar, internal event logistics and execution, Alumni Board and Board of Advisors coordination, Blackbaud CRM database management, and front office representative and responsibilities.

Duties and Responsibilities

• Assist the Associate Vice President (AVP) for Integrated Engagement with daily matters relating to philanthropy, events, alumni, prospects, suspects, donors, and friends of the University of Louisville.

• Manage confidential files and sensitive matters related to donors and personnel actions. May represent AVP at meetings to furnish or obtain information.  Responsible for all unit-specific events as it relates to Integrated Engagement – planning and execution.

• Evaluate and prioritize requests for appointments, facilitate access when needed, and coordinate the Associate Vice President for Integrated Engagement’s calendar.  Coordinate as needed appointments – internal and external.

• Responsible for reviewing incoming mail and assigning action to the appropriate staff member.  Write and manage routine correspondence items, including thank-you letters to alumni donors.

• Facilitate the Associate Vice President for Integrated Engagement and key staff interaction with internal and external constituents, including the Board of Advisors, Alumni Association Board of Directors and its Executive Committee.  Responsible for board mailings, correspondence, meeting notices, agendas, roster maintenance, etc. Responsible for the planning and execution of all events surrounding the Board of Advisors and Alumni Board – meetings, outreach, conferences, seminars, etc.

• Coordinate alumni visits and travel for the Associate Vice President for Integrated Engagement and key staff, as needed.  Assist, as needed, the UBM in processing travel forms, requests for reimbursement, and other routine University correspondence for the AVP.

• Assist as needed with event planning and event logistics for the Alumni Engagement team, such as Alumni Awards, Reunions, Stewardship events, or athletics-related events.  Knowledgeable in all active and upcoming events in the Philanthropy & Alumni Engagement (PAE) Office to assist attendees or guests with registration, questions, itinerary, etc. Able to work at events with the PAE team that can include evening and weekend hours.

• Assist Integrated Engagement Team with administrative tasks, including event participation coding, report generation, database maintenance, alumni surveys, and research related to alumni volunteer needs.

• Collaborate with communications staff to assist in the creation of marketing communications, including promotional materials, events, and media recaps.

• Supports the team by performing tasks related to organization and strong communication, including research for special projects, events, and initiatives.

• Exhibits professional communication via phone, e-mail, and mail. Serve as front-line communications representative, including managing the alumni service account inbox, answering phone calls on the main line, greeting visitors, distributing mail, and preparing communications as needed.

• Assists in maintaining supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing, and expediting orders for supplies.

• Perform other duties as assigned

Competencies

Excellent interpersonal skills and the ability to work with all levels and manage multiple deadlines. Be proficient in Microsoft Office, customer relations, travel arrangements, calendar management, data entry, and analysis.

*Please include a cover letter along with your resume.

*NOTE: This position will start January 5, 2027, or later

Philanthropy & Alumni Engagement is committed to creating campus environments that support the success of all students and employees. We believe that employees who feel valued and respected will create policies, programs, practices, research agendas, and services that effectively meet the needs and exceed the expectations of our student population.

Benefits - The University of Louisville has an exceptional benefits package; to learn more about our benefits, please visit HERE

Compensation will be commensurate to candidate experience.

Equal Employment Opportunity

The University of Louisville is an Equal Employment Opportunity employer. The University strives to provide equal employment opportunity on the basis of merit and without unlawful discrimination on the basis of race, sex, age, color, national origin, ethnicity, creed, religion, disability, genetic information, sexual orientation, gender, gender identity or expression, veteran status, marital status, or pregnancy. In accordance with the Rehabilitation Act of 1973 and the Vietnam Era Veteran Readjustment Act of 1974, the University prohibits job discrimination of individuals with disabilities, Vietnam era veterans, qualified special disabled veterans, recently separated veterans, and other protected veterans. The University acknowledges its obligations to ensure affirmative steps are taken to ensure equal employment opportunities for all employees and applicants for employment. It is the policy of the University that no employee or applicant for employment be subject to unlawful discrimination in terms of recruitment, hiring, promotion, contract, contract renewal, tenure, compensation, benefits, and/or working conditions. No employee or applicant for employment is required to endorse or condemn a specific ideology, political viewpoint, or social viewpoint to be eligible for hiring, contract renewal, tenure, or promotion.

Consistent with applicable law, demographic information is collected for aggregate reporting requirements. Demographic information provided through this application is not available to hiring managers/committees and is not considered in hiring or employment decisions.

Assistance and Accommodations

Computers are available for application submission at the Human Resources Department located at 2315 South First Street Walk, Room 02C - Louisville, Kentucky 40292.

If you require assistance or accommodation with our online application process, please contact us by email at employment@louisville.edu or by phone 502-852-6258.