Member Services Assistant

Description

Type of Position: Exempt, full time, 40 hours/week

Immediate                         Supervisor: Director of Member Engagement

OLLI at UVA has been serving the local Charlottesville area with university-level short courses for active adults for almost 20 years. OLLI at UVA is a 501(c)3 non-profit organization that is one of UVA’s affiliated organizations. We have grown over time thanks to our large pool of volunteer instructors and staff alike. OLLI has successfully adjusted amidst the pandemic to bring courses both in person and online during the fall semester. The Member Services Assistant will be a key part of our team as we continue to pivot amidst change, and welcome back our members in person.

Do you have a passion for customer service and creative thinking?

Our members are the heart of our organization, and the driving force for lifelong learning.  Our members are also often volunteers and great advocates for OLLI at UVA.  In this role, the Member Services Assistant gets the opportunity to partner with our members to bring lifelong learning to fruition in a manner that is joyful and successful.  The Member Services Assistant guides registration throughout each semester and works closely with the team to support fundraising and marketing.  This role assists the Director of Member Engagement and is the main point of contact for all member relations needs.

Do you enjoy working with a vibrant, hardworking team?

We are a high functioning team – nimble, effective, team oriented and we are looking for someone who loves to go about their work in the same way. The ideal candidate is comfortable learning, and working, in a hybrid office environment; happily greeting our members face to face when it is safe to do so. (currently masked when in the office)

Job Duties

Responsibilities:

Member Relations (50%) and Fundraising (15%)

• Kindly greet guests that come into OLLI office
• Answer phones daily from 9a-5p
• Monitor general OLLI email/inbox and respond, or forward, to staff as appropriate
• Maintain calendar of events and courses by semester
• Notify instructors/ members of schedule changes
• Assist with fundraising efforts/Fundraising Committee projects
• Assist with annual donation and gift acknowledgements
• Assist with OLLI events as needed
• Update and maintain constant contact lists as needed

Registrar Support 20%

• Process registration forms to ensure accurate enrollment in registration database
  • Assist with registration process each semester
• Process member refunds as needed
• Assist Director of Member Engagement with the annual audit process
• Open and process all incoming mail
• Maintain inventory of office supplies at office and in storage
• Perform other duties as assigned
• Continue to expand the file management system using resources from the University (Collab, OneDrive, MS Teams)
• As needed, assist with data entry during registration each semester

Marketing 15%

• Oversee catalog printing and mailing
• Occasionally assist with drafting board materials and presentations
• Collaborate with staff to create and organize newsletter content
• Send class email reminders to members on a weekly basis

Skills Required

Required:

• The ideal candidate has a strong desire to have fun and cultivate a positive office environment.
• A people person with excellent customer service skills and a passion for building community.
• At least two years of membership services experience.
• Desire to work as part of a team.
• Excellent organization and problem-solving skills.
• Deep knowledge of Microsoft office software; strong computer and administrative skills.
• Experience working with cloud-based membership or registration databases, as well as online video services like Zoom.
• Effective written and verbal communication skills.
• Ability to manage multiple tasks with excellent time management skills.
• Associate’s degree.

Preferred:

• Bachelor’s Degree.
• Nonprofit or higher education experience.
• Curious lifelong learner.

Work Schedule

Monday through Friday, 9:00 am to 5:00 pm. Flexible scheduling is available on an as needed based with manager approval.

Additional Info

Benefits include: Hybrid work schedule with partial work from home once trained. Paid time off and sick leave; health, dental and life insurance; long term and short term disability; accidental death and dismemberment insurance. Retirement benefit will be available for full-time staff in the next 3-6 months; currently being evaluated for implementation.

Osher Lifelong Learning Institute at UVA is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.

Application submission: please send a cover letter, resume and three references at le9b@virginia.edu. No phone calls please.