Community and Patron Relations Coordinator, University Advancement

Application Instructions

External Applicants: Please upload your resume on the Apply screen. Your application will automatically populate your resume details, and you may verify and update data on the My Information page.

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• Cover letter required for all positions and optional for facilities, campus services, and hospitality positions unless otherwise specified.
  
  

Job Description Summary

Authentic and transparent engagement and collaboration from all groups and individuals is at the foundation of University Advancement at Wake Forest University. We aspire to be an exemplar for belonging and inclusion where personal and team achievements are realized and celebrated. University Advancement approaches each moment with sincere gratitude, deep and abiding respect, unwavering optimism, profound humbleness, and an eye to learn something new. Our yesterday has shaped us, our today molds us, and together, our tomorrow at University Advancement and Wake Forest University creates an opportunity for aspirations and inspiration for all generations.

Summary: Works under direct supervision and provides a variety of administrative, logistical, and project support to the Speaker Forum Team, with a particular focus on patron management and customer service. Proactively anticipates the needs of the program for its success. Serves as the first point of contact for many external constituencies.

• Applications for this position will be accepted through 11:59 PM, EST on July 14, 2024
  
  

Job Description

Essential Functions:

• Provides administrative assistance to the Executive Director and Operations and Production Director.
• Communicates effectively a wide range of information to key stakeholders, including the Board of Advisors, sponsors, and donors.
• Manages and updates lists of prospective and current constituents for the Speaker Forum.
• Maintains an organized shared drive containing all relevant documentation, such as contracts, invoices, communications, and reports, for easy access by the Speaker Forum Team and partners.
• Facilitates collaboration within the Speaker Forum Team by scheduling regular meetings and distributing minutes.
• Prepares and drafts correspondence, reports, drafts, memos, and emails.
• Assists with the coordination and execution of unique projects and initiatives.
• Monitors and responds to emails, phone calls, and other inquiries promptly and professionally.
• Monitors and coordinates the timely processing of expense reports and invoices for the Executive and the Operations and Production Director.
• Maintains the speaker forum email account and phone line.
• Works in tandem with student workers on project-specific tasks.
• Manages the preparation and distribution of mass mailing welcome packets, ensuring timely and accurate delivery to new clients and partners.
• Assists the Speaker Forum Executive Director and Operations and Production Director in executing communications and marketing plans.
• Maintains records of patron preferences, attendance, and contact information.
• Works with Alumni and Donor Services departments to integrate constituent data into the department-wide database.
• Coordinates with Gift Administration to ensure sponsor and donor levels and receipts accurately reflect the benefits received.
• Acts as the primary point of contact for premier patrons, offering support with event access (including tickets and parking), addressing financial inquiries, and resolving other issues as they arise.
• Provides dedicated support to sponsors, ensuring their needs are met by coordinating benefits, facilitating communication, and addressing any issues promptly.
• Oversees sponsor payments and grants, ensuring accurate processing, timely disbursement, and proper documentation.
• Accompanies Executive Director on sponsor calls to provide administrative and logistical support, ensuring smooth communication and facilitating successful partnership negotiations.
• Assists premier patrons during the subscription renewal period by processing credit card payments, addressing inquiries, and providing exceptional customer service to ensure a smooth and satisfactory renewal experience.
• Assists the Speaker Forum Executive Director and Operations and Production Director with event logistics and the execution of the program's operations.
• Participates in University Advancement All-Staff Events as needed.
• Coordinates and manages event registration, including creating and maintaining attendee lists, registration forms, and confirmation communications.
• Attends community events to engage with patrons, provide information about the program, and positively represents the organization. This includes but is not limited to trivia nights, post-event screenings, premier patron acknowledgment events, etc.
• Prepares essential event items, including creating name badges, assembling registration packets, and organizing promotional materials to ensure a seamless attendee experience.
• Get excited about the prospect of joining a team that is making a difference in people’s lives every day.
• Have a passion for workplace diversity and inclusion.
• Have high standards for your work and are proud to contribute to a mission-driven organization.
  
  

Required Education, Knowledge, Skills, Abilities

• Associate's degree plus three to five years of direct, related experience or an equivalent combination of education and experience.
• Exhibit a strong passion and extensive knowledge for providing exceptional patron service.
• Have high standards for your work and are proud to contribute to a mission-driven organization.
• Excellent interpersonal communication skills and the ability to work effectively with various constituencies in a diverse community.
• High proficiency with project management techniques and the ability to follow up on all tasks until completion.
• Ability to quickly learn and proficiently use new software systems, including CRM software, Ticketmaster, and various email platforms, to streamline operations and enhance productivity.
• Ability to understand the highly sensitive and private nature of the work and the ability to keep such information confidential.
• Possesses a high degree of self-motivation, a positive attitude, and good judgment.
• Strong writing and analytical skills.
• Ability to multitask and meet deadlines.
• Exceptional organizational and project management skills.
• Ability to work weekends/nights as required.
• Ability to meet the requirements of the University’s automobile insurance policy.
• Proficiency in technical and computer skills, including Word, Excel, database management, the Internet, and other relevant software.
• Commitment to the mission and values of University Advancement and a commitment to equity, particularly racial equity, with a willingness to proactively learn about it and integrate it into all aspects of the work. Respect for the dignity and abilities of all people.
  
  

Preferred Education, Knowledge, Skills, Abilities

• Bachelor’s Degree preferred.
• Customer service orientation and experience.
• Demonstrated tenacity to support various tasks simultaneously leading up to Speaker Forum events.
  
  

Accountabilities

• Responsible for own work only.
  
  

Physical Requirements And Environmental Conditions

Sedentary work primarily involves sitting/standing, communicating with others to exchange information, repeating motions that may include the wrists, hands, and/or fingers, and assessing the accuracy, neatness, and thoroughness of the work assigned and moving about to accomplish tasks or moving from one worksite to another. Medium work that includes moving objects up to 50 pounds. No adverse environmental conditions are expected.

Note: This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by the employee’s supervisor.

To help provide a safe learning and living community, Wake Forest University conducts background investigations and drug screens for all final candidates being considered for employment.

Wake Forest seeks to recruit and retain a diverse workforce and encourages qualified candidates across all group demographics to apply.

Wake Forest University is committed to providing access and reasonable accommodation in employment for individuals with disabilities.

Additional Job Description

In University Advancement, we believe in equity, not just equality. We understand that in order to develop a fully engaged constituency; individuals must receive equitable treatment instead of equal treatment. Establishing equality means treating everyone the same. Equity necessitates transforming our community to meet the needs, interests and cultural norms of our University Advancement staff.

Don’t meet every single requirement? Studies have shown that women and people of color are less likely to apply for jobs unless they meet all requirements listed in the job description. In University Advancement at Wake Forest University, we are dedicated to building a diverse, inclusive and authentic workplace. If this role appeals to you, but your past experience doesn’t align perfectly with every qualification on the job description, we encourage you to apply. You may be just the right candidate for this or other roles.

Time Type Requirement

Full time

Note To Applicant

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.

In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

Wake Forest seeks to recruit and retain a diverse workforce while promoting an inclusive work environment committed to excellence in the spirit of Pro Humanitate. In adherence with applicable laws and as provided by University policies, the University prohibits discrimination in its employment practices on the basis of race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and veteran status and encourages qualified candidates across all group demographics to apply.