Annual Giving and Alumni Engagement Coordinator

Annual Giving And Alumni Engagement Coordinator

The Annual Giving and Alumni Engagement Coordinator provides comprehensive administrative, communications, and programmatic support within Alumni Engagement.

Reporting to the Executive Director of Annual Giving and Alumni Engagement, the Alumni Engagement Coordinator collaborates closely with colleagues across Alumni Engagement, Annual Giving, and Major Gifts to support the goals of the Advancement Division. The position will also have some responsibility for requesting updates to websites, developing marketing materials, and event promotions including written and electronic formats. This position requires flexibility to work overtime, including weekends, to support events and activities as needed.

Duties and responsibilities include, but are not limited to, the following:

• Assists in planning, marketing, coordinating, and executing Alumni Reunion Weekend and Homecoming and Family Weekend events class reunion events in collaboration with alumni volunteers and Annual Giving.
• Assists in planning, marketing, coordinating, and executing regional alumni and community engagement events in collaboration with alumni volunteers, Annual Giving, Major Gifts, Events Services teams.
• Performs a variety of clerical duties in support of the department, including preparing check requests, expense and mileage reimbursements, expenditure and revenue transfers, and purchase orders; processes incoming checks and cash for deposits; orders promotional items and office supplies.
• Processes and maintains event registration records including entering data into the main university informational database (Colleague Advancement), iModules (software that powers the Alumni Relations website), and the use of various Microsoft Office programs.
• Uses current IT systems to create new landing pages and update existing pages for Annual Giving and Alumni Engagement websites.
• Monitors website content for quality control, and updates web pages as needed.
• Utilizes collaborative design tool (Canva preferred) to create and edit collateral, templates, and related marketing materials.
• Assists in the execution of meetings and events, including but not limited to room reservations, catering services, audiovisual requirements, vendor management, set-up and clean-up.
• Prepares materials for events, including name tags, check-in sheets, decorations, and promotional material.
• Provides budget support; monitors and collects budget information.
• Supervises student employees; assigns, reviews, coordinates, and prioritizes workload and scheduling.
• Oversees implementation of workflow efficiencies and tools that streamline projects and activities.
• Creates and oversees the maintenance of policies and procedures for all Alumni Engagement functions.
• Provides exceptional communication support with a high degree of tact and technical knowledge; responds to internal and external requests, prioritizes and processes requests accordingly.
• Maintains department confidentiality of sensitive data, information, activities, and decisions; adheres to all safety and housekeeping policies and procedures Acts as primary greeter and initial contact for walk-in traffic and answers phones.

Performs other duties as required or assigned.

Qualification guidelines include:

• High school diploma or equivalent supplemented with two years of additional course work in related fields such as business, secretarial, computer software/word processing and spreadsheet programs including the ability to use database and Microsoft Office software programs.
• Three years of administrative support experience or related experience.
• Considerable knowledge of administrative procedures, word processing, spreadsheets, and database software programs.

Knowledge and skills include:

• Working knowledge of higher education institutions.
• Knowledge of administrative procedures, word processing
• Knowledge of English grammar, spelling, and punctuation.
• Excellent verbal and written communication skills.
• Excellent organizational skills, and detail orientated with high accuracy.
• Ability to prioritize tasks, meet deadlines and work independently and with minimal supervision in a fast-paced environment with changing priorities.
• Effective communication skills: ability to write clearly and concisely.
• Effective listening and interpersonal skills.
• Demonstrate a high degree of motivation, tact, and diplomacy.
• Basic knowledge of record keeping and record retention requirements.
• Basic knowledge of mathematics.
• Basic research skills.
• Proficiency in computer skills using Microsoft Office Suite including Excel, Word, and PowerPoint.
• Ability to operate standard office equipment.
• Knowledge of applicable federal and state laws and regulations.
• Understand, interpret, and apply federal and state policies and laws.
• Ability to work cooperatively with co-workers, supervisors, and with on and off campus contacts.
• Aptitude to learn new and evolving technology.
• Ability to recommend appropriate courses of action within established guidelines.
• Ability to foster strong, positive relationships and align both internal and external resources to achieve university objectives.
• Ability to exercise independent judgment and initiative.
• Deliver great customer service.
• Ability to work effectively with confidential information.

Must be able to competently interact with a culturally and ethnically diverse population of students, faculty, and staff.

Physical requirements/working conditions include:

• Standard office and field setting. Duties performed are primarily in an office environment while sitting at a desk or computer workstation or in meetings. At least minimal environmental controls to assure health and comfort. Must be willing and able to work evening and weekend hours and attend University events outside normal business hour as needed.
• Physical demands: Incumbents regularly sit for long periods; walk short distances on a regular basis; climb stairs; travel to various locations to attend meetings and conduct work; use hands and fingers to operate an electronic keyboard or other office machines; reach with hands and arms; stoop or kneel or crouch to file; speak clearly and distinctly to answer telephones and to provide information; see to read fine print and operate computer; hear and understand voices over telephone and in person; and lift, carry and/or move objects weighing up to 25 pounds.

To apply: A resume/CV and cover letter are required. In compliance with The Americans with Disabilities Act, if selected for the interview process and accommodations are needed, please call View phone number on click.appcast.io. If you are unable to complete an application due to a disability, contact us at View phone number on click.appcast.io to ask for accommodation or an alternative application process.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.