Assistant Director for Alumni and Parent

Position Summary

External Relations at the University of Virginia (UVA) is seeking a highly qualified candidate to fill the role of Assistant Director for Alumni and Parent Travel to support Global Networks and Programs within the Office of Engagement. The University of Virginia has a strong and reputable advancement community, boasting effective, results-oriented, and resourceful professionals. Our community comprises a robust central advancement organization, 12 University schools, and more than 25 University-related programs.

We offer a wide variety of career opportunities, as well as an outstanding environment for professional growth and development.

• Respond to phone and email inquiries in a timely and professional manner.

• Guide prospective travelers through the decision-making and registration process, providing detailed trip information and thoughtful follow-up.

• Manage the overall trip registration process in collaboration with tour operators.

• Manage creation and mailing of pre‑trip materials and scheduling virtual pre‑trip gatherings.

• Assist with coordinating pre‑trip logistics for traveling staff and faculty, including registration, training, travel arrangements, and trip materials.

• Manage post‑trip stewardship efforts with travelers and staff, including surveys, photo sharing, and follow‑up communications.

• Maintain accurate registration records, keeping the registration database up to date.

• File contact reports after initial traveler inquiries and significant interactions.

• Ensure that Cavalier Travels' events and travelers are recorded in our Customer Relationship Management (CRM) system.

• Generate lists and reports from registration database.

• Send trip surveys. Collect, analyze, and distribute results.

• Collaborate with other team members, including the Senior Associate Director, the Advancement Associate, and the Student Intern(s), to accomplish program goals.

• Coordinate with members of the UVA Global Networks and Programs team to plan gatherings, meetings, or receptions with local constituents during the travel experience.

• Learn and become proficient with the CRM system.

• Collaborate on continuous improvements to staff and faculty trip manuals.

• Proactively identify and implement improvements to enhance program operations.

• Assist the Senior Associate Director in completion of six‑month and annual reports.

• Contribute ideas to enhance the full traveler experience, informed by traveler feedback, peer benchmarking, and best practices.

• Staff at least one domestic or international extended trip every 12–18 months, providing around‑the‑clock support to the tour director and travelers while on tour.

• Assist with "on‑call" remote support for real‑time issue resolution while tours are operating, addressing staff and traveler needs, unexpected tour changes, and communicating with tour operators.

• Attend an annual educational travel conference when warranted.

• Participate in occasional local, virtual, or off‑site evening and weekend events and meetings.

• Bachelor's degree with at least 2+ years of relevant experience in customer service, hospitality, events, alumni relations, or related field (internships and student employment considered).

• Excellent written, verbal communication and emotional intelligence skills.

• Demonstrated attention to detail and ability to manage multiple tasks.

• Must be comfortable engaging with a highly involved, discerning audience and meeting elevated expectations.

• Proficiency with Microsoft Word and basic office technology.

• Experience in travel, experiential programming, and / or global education.

• Proficiency with Microsoft Excel and the Microsoft Tools Suite.

• Proficiency with Adobe InDesign or other design software.

• Experience with  or other project management software.

• Experience with a CRM and / or database management.

• Experience in higher education engagement.

This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings, and programs.

• The…