Alumni Relations Coordinator

Location

Manhattan, KS | United States

Job description

JOB DESCRIPTION
Position: Alumni Relations Coordinator
Department: College Advancement/Alumni Relations
Reports to: Director of Alumni Relations
Hours: Monday – Friday (evenings and weekends and some travel required)

SCOPE OF WORK:

The Alumni Relations Coordinator is vital in enhancing the engagement and connectivity between the College and its alumni. Reporting directly to the Director of Alumni Relations, the Coordinator will actively contribute to the success of the Alumni Relations Program by providing administrative and web-based support for alumni events, meticulous management of the alumni database, financial oversight of departmental budgets, fostering a strong social media presence and lead the planning, organization, and execution of the annual alumni reunion weekend. The successful candidate must be dedicated to delivering customer-service-focused and comprehensive Alumni Relations programming.

Responsibilities:

The ideal candidate is a dynamic team player with exceptional planning, organizational, communication, computer, and leadership skills. They must adeptly manage multiple projects, ensuring regular communication with the Director and the Assistant Director of Alumni Relations. This role thrives in a fast-paced environment, excelling with varying degrees of direction and demonstrating strong interpersonal skills when engaging high-level alumni. Working collaboratively, internally and externally, is crucial for fostering positive relationships with alumni and achieving the department's goals. Some local travel and occasional weekends/evenings are required.

Key Responsibilities:

Alumni Events Management:

• Play an integral role in the planning and execution of diverse alumni events.
• Collaborate with the Director and other team members to ensure seamless event logistics.
• Run reports and obtain lists as needed (event mailings, emails, check-in lists)
• Track event responses and monitor registrations
• Create labels for mailings and name badges for event attendees
• Organize and oversee alumni volunteers for events
• Support the planning and coordination of various regional, professional, cultural, and athletic events
• Assist in coordinating and implementing chapter and affinity programs
• Process event registrations (phone, mail, email)
• Coordinate with internal and external vendor services, including but not limited to catering, campus reservations, florists, awards merchandise, rentals, etc.
• Prepare and review guest lists
• Staff students for events as needed

Database Management:

• Oversee the alumni database, managing constituent lists and generating reports as needed.
• Coordinate with the database manager to maintain data accuracy and integrity.
• Respond to requests for specific lists, demonstrating a meticulous approach to data management.
• Update and maintain alumni records

Financial Oversight:

• Work closely with the Director to ensure prudent financial management and adherence to budgetary constraints.
• Take responsibility for the financial aspects of departmental budgets and accounts.
• Track revenues and expenses for departmental budgets and accounts
• Review and accurately code invoices to ensure timely payment
• Produce financial reports for events, including profit & loss statements
  Monitor and maintain details for each event budget

Supervision and Guidance:

• Assist in providing day-to-day direction and guidance to student workers within the Alumni office.
• Foster a positive and collaborative working environment to enhance productivity and efficiency.

Social Media, Marketing and Communications:

• Drive and maintain a robust social media presence for the department.
• Develop and implement social media strategies to engage alumni and promote departmental initiatives.
• Serve as an administrative user of the online alumni community (NetCommunity)
• Maintain the Alumni Relations website
• Assist in the creation of marketing materials (invitations, programs, briefing documents, registration pages, emails and monthly e-newsletters

Alumni Reunion Weekend:

• Lead the planning, organization, and execution of the annual alumni reunion weekend.
• Collaborate with relevant stakeholders to create a memorable and engaging experience for alumni.

Office Support and Outreach:

• Provide comprehensive support to the Director of Alumni Relations in various administrative capacities.
• Assist in organizing and managing schedules, appointments, and communication on behalf of the Director.
• Serve as a resource and deliver excellent customer service to alumni, faculty, volunteers, and other constituents
• Submit office supply orders as necessary
• Manage Alumni Office calendars and schedule appointments
• Schedule and attend meetings as required
• Coordinate travel plans for the Alumni Director
• Maintain accurate inventory of college-branded alumni merchandise
• Serve as a resource and deliver excellent customer service to alumni, faculty, volunteers, and other constituents
• Respond to alumni inquiries (telephone, mail, alumni email account) in a timely and appropriate manner

Qualifications:
Requirement and Education:

A bachelor’s degree and experience in event planning or higher education is preferred.

Specific Technical Experience:
The successful candidate must possess strong computer skills, including proficiency in the
Google platform, MS Office, and Raiser’s Edge constituency database, with the ability to quickly
learn and train others on new technology. Knowledge of Dreamweaver, HTML, and Photoshop
is a plus. Must be team players with excellent written, interpersonal, and administrative skills
and the ability to speak in public, who can work collaboratively with other campus offices and the Alumni Society Board. Applicants must be detail-oriented with a strong devotion to
accuracy, an aptitude for numbers and analysis, and the ability to approach problems
proactively with a sense of urgency, creativity, and resourcefulness. The ability to multitask and
strong customer service skills are essential.

Physical Requirements:
Pack and lift boxes to 20 lbs.

Special Requirements:
Possess the ability to travel and drive for business purposes and work some nights and
weekends.

Salary: 53,000 annually 29.12/per hour (non- exempt position)

Manhattan College is an independent Catholic coeducational institution in the Lasallian tradition. We expect our faculty, administration, and staff to be knowledgeable about our mission and to make a positive contribution to the mission. Women and minorities are encouraged to apply. We are committed to a diverse campus community. AA/EO Employer M/F/D/V

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