Development & Alumni Engagement Coordinator

Job Description

Job Description

This role has primary responsibility for managing the donor and alumni database while coordinating alumni engagement initiatives that strengthen lifelong relationships with Siena Catholic Schools. The position oversees database integrity, gift processing, reporting, acknowledgements, and financial reconciliation, while leading alumni communications, volunteer engagement, special events, and the continued development of the Siena Catholic Schools Alumni Association in support of the network’s advancement goals. Ideally, is is preferred that this role will be staffed by an Alumna/Alumnus, but it is not required.

Essential Duties & Responsibilities

• Maintain the overall quality, accuracy, and integrity of the Raiser's Edge database, including collaborating with the Raiser’s Edge consultant to troubleshoot issues, implement updates, and stay current with system enhancements.

• Serve as the internal Raiser’s Edge resource by promoting best practices, standardizing data entry procedures, and training staff on system updates and functionality.

• Maintain accurate and comprehensive alumni records, including engagement history, event participation, communications, and giving activity to support relationship management and fundraising efforts.

• Maintain accurate and current donor records, including cultivation activities, giving history, solicitation strategies, stewardship, and reporting needs.

• Generate, manage, and edit mailing lists, donor lists, and other database queries to support publications, fundraising appeals, events, and organizational communications.

• Administer the matching gift program, including processing requests and ensuring proper documentation and acknowledgment.

• Ensure timely and accurate acknowledgment of all charitable contributions through written and electronic correspondence.

• Prepare and distribute reports that track fundraising performance, campaign progress, donor activity, and other Advancement metrics.

• Perform administrative functions that support the daily operations of the Development Office.

• Collaborate with and support other members of the Development team as needed.

Alumni Relations

• Develop and implement an annual alumni engagement strategy that fosters lifelong relationships through communications, volunteer opportunities, events, networking, and philanthropic involvement.

• Coordinate the continued growth of the Siena Catholic Schools Alumni Association by recruiting and supporting alumni volunteers and leadership, organizing reunions, and creating meaningful engagement opportunities.

• Develop and manage an annual alumni communications plan, including newsletters, email campaigns, social media content, stewardship messaging, and other outreach efforts that encourage alumni participation and charitable support.

• Recruit, coordinate, recognize, and steward alumni and student volunteers who assist with Development initiatives, alumni programming, reunions, and special events.

• Serve as a primary point of contact for alumni and donors by responding to inquiries, facilitating engagement opportunities, and coordinating stewardship activities, including personalized communications, recognition events, and milestone celebrations.

• Track and evaluate alumni engagement metrics, including event attendance, volunteer participation, communication effectiveness, and alumni giving, to measure program success and inform future planning.

Events & Stewardship

• Lead the planning and execution of assigned fundraising, stewardship, alumni, and special events by collaborating with Development staff on budgets, timelines, logistics, vendor management, volunteer coordination, registration, and post-event evaluation.

• Monitor obituary notices to identify alumni and friends of Siena Catholic Schools and coordinate condolence communications, memorial acknowledgments, and memorial giving opportunities.

Additional Responsibilities

• Attend meetings, training, and events as requested.

• Perform other duties as assigned to support the mission and goals of Siena Catholic Schools.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The qualifications listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Education and/or Experience: Associate’s degree or greater is required and at least one year related experience in office administration and use of computer software. Ability to rapidly and accurately enter and retrieve computerized data. Prior successful experience working in Catholic education or other non-profit setting strongly preferred. Experience coordinating events, volunteers, donor stewardship, alumni engagement, or constituent relations in a nonprofit, educational, or faith-based organization is preferred.

• Interpersonal Skills: Works well with others from diverse backgrounds. Focuses on solving conflict; maintaining confidentiality; listening to others without interrupting; keeping emotions under control; remaining open to others ideas and contributing to building a positive team spirit. Demonstrated ability to work successfully with youth and the public.

• Language Skills: Ability to communicate effectively verbally and in writing. Ability to respond to common inquiries from students, school families, staff or members of the public. Ability to read and interpret documents such as safety rules, operating instructions and policy/procedure manuals.

• Organizational and Reasoning Skills: Highly organized and accountable; ability to apply common sense understanding to carry out instructions provided in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

• Computer Skills: Proficiency in usage of database software, internet software, email and word processing software. Ability to proficiently use the following programs strongly preferred: Raisers Edge, MS Word, Excel, and Google Drive. Ability to type accurately and proficiently.

• Other Skills and Abilities: Excellent interpersonal and communication skills with the ability to build positive relationships with alumni, donors, volunteers, school families, community partners, faculty, staff, and vendors. Demonstrated ability to manage multiple projects simultaneously while maintaining confidentiality, attention to detail, sound judgment, and excellent customer service.

• Certificates, Licenses, Registrations: Certificates as determined by the school system including a valid Wisconsin Driver’s License. 

Physical Requirements (The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

• Communicate verbally; audible speech and good hearing and eyesight