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 in the Office of Engagement.

• 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.

• 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.>

liCollaborate 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.

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

• 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.

• 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.