Assistant Director for Alumni and Parent Travel - Charlottesville - UVA External Relations

Description

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 in the Office of Engagement.

Responsibilities

Relationship Management

• 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 schedule 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.

Records Management

• Maintain accurate registration records, updating the registration database regularly.
• File contact reports after initial traveler inquiries and significant interactions.
• Ensure all Cavalier Travels events and travelers are recorded in the CRM system.
• Generate lists and reports from the registration database.
• Send trip surveys, collect, analyze, and distribute results.>
  

Program Operations

\
• Collaborate with the Senior Associate Director, Advancement Associate, and Student Intern(s) to accomplish program goals.
• Coordinate with the UVA Global Networks and Programs team to plan gatherings, meetings, or receptions during travel experiences.
• 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 completing six‑month and annual reports.
• Contribute ideas to enhance the full traveler experience, informed by traveler feedback, peer benchmarking, and best practices.

Travel and Support

• 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.

Minimum Qualifications

• Bachelor's degree with at least 2+ years of relevant experience in customer service, hospitality, events, alumni relations, or related field.
• 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.

Preferred Qualifications

• 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.

Physical Demands

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.

Salary Range

The anticipated hiring range is $60,000–$65,000 per year, commensurate with education and experience.

Position Type & Work Location

• Exempt-level, benefited position.
• Restricted position, dependent on funding availability.
• Hybrid workplace; some in‑office work required in Charlottesville, Virginia.
• Successful candidate must live within reasonable driving distance of Charlottesville.

Additional Requirements

• Background checks will be conducted on all new hires prior to employment.
• This position will not consider candidates who require immigration sponsorship now or in the future.

How To Apply

1. Apply online by searching for requisition number R0079677.
2. Complete an application with the following documents: Resume and Cover Letter.
3. Upload all materials into the resume submission field. Applications without all required documents will not receive full consideration.
4. Internal applicants can apply through the UVA Internal Careers website.

Reference Check Process

Reference checks will be completed by UVA's third‑party partner, SkillSurvey, during the final phase of the interview. Five references will be requested, with at least three responses required.

Contact

• For additional information about the position, please contact Sandi Hall, Senior Associate Director for Staff Success at .
• For questions about the application process, please contact Jon Freeman, HR Recruitment Specialist at .

Equal Opportunity

The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Read more about UVA's commitment to non‑discrimination and equal opportunity employment.