Coordinator for Alumni Engagement and Events

Job description

The Coordinator for Alumni Engagement is responsible for development and management of alumni campus engagement activities and communications to strengthen the relationship of alumni with their alma mater.

This position works with the entire Advancement team in the overall planning, integration, and oversight of alumni communication, engagement activities and events.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Identifies new, enhanced and innovative methods of communicating and engaging with alumni that supports campus volunteer opportunities and career services integration in accordance with best practices of alumni engagement set by the Council for Advancement and Support of Education (CASE).
• Responds quickly and efficiently to questions or inquiries that come into the office across all forms of communication (phone, email, text, through social media, and in-person)
• Participates in the planning and execution of programmatic activities; broad logistical support for program activities and events: setting dates and times; booking facilities; arranging food and beverage service; booking equipment (Fiesta Oyster Bake, Homecoming Weekend, Oysters & Pearls Gala, Distinguished Alumni Dinner, Faculty Appreciate Dinner, Annual Turkey Fry, Christmas Alumni Social, and Alumni Association Golf Tournament)
• Maintains electronic files, distributes information, monitors deadlines, and responds to requests for information, including tracking key tasks and events; to meet project expenses and deadlines
• Assists with managing communications projects with multiple components and interdependent pieces, such as event promotions (printed invitations, programs, advertisements, signage, calendar listings, web content, and social media promotion).
  
  Coordinates with the appropriate University Communications staff.
• Works with leadership to review, revise, and manage all communication materials (web site content, annual appeals, and a quarterly e-newsletter).
• Manages all social media channels for the Alumni Association and Fiesta Oyster Bake.
• Manages entirety of the Alumni Scholars program, providing support to the Association of the selection of awardees and the wholesale support of Alumni Scholars during their time at the University.
• Promotes University and Association interests through interaction to include correspondence, personal visits, and attendance at functions, both locally and out of town.
• Serves as a University Advancement representative to various constituencies.
• Conducts all professional activities to the highest standards of integrity and ethical behavior.
• Performs other duties as assigned

QUALIFICATIONS:

• Bachelor's Degree from an accredited college or university required.
  
  
• 2 years of applicable experience in directing events and communication mediums or similar experience.
• Must clear and maintain a favorable background investigation and clearance
• Must have valid driver's license, motor vehicle liability insurance and personal injury insurance; or have a self-reliant source of transportation to conduct business daily
• Must have the ability to demonstrate intermediate skills in MS Office/Office 365 (Word, Teams, Power Point, Publisher, Outlook), experience with virtual meeting platforms (Zoom, Teams, or similar).
  
  
• Must be able to travel and be flexible and able to work off-campus, weekends, and evenings, as required.
  
  
• May be required to work more than 40 hours a week and work a flexible schedule to accommodate for events and activities.
• Must have excellent verbal and written communication skills; strong public relations and customer service skills with an ability to implement diplomacy and discretion at all times; ability to work effectively with communities across the university.
  
  (Donors, Trustees, High-Profile Individuals, External Organizations) Must be highly responsive to the needs of others.
• Must have high ethical standards and a strong sense of confidentiality; ability to prioritize and manage multiple deadlines; thrive in a complex work environment; display solid problem solving and interpersonal skills; work well independently and as part of a team in overall fundraising activities of the University.
  
  
• Must have a high attention to detail and be able to use analytics, organize workflow, prepare and maintain accurate records and reports, coordinate activities, balance simultaneous projects without loss of efficiency in a multi-tasked environment and manage multiple priorities to meet deadlines.
  
  
• Ability to stay abreast on all matters and activities of the University in order to effectively articulate and incorporate relevant information in University Advancement mediums.
  
  
• Ability to think independently and take initiative to plan and implement effective partnerships and relationships to find new and sustain existing sponsorships from a variety of constituents.
  
  
• Ability to initiate effective and direct contact with a variety of constituencies for the purpose of reaching funding and participation goals and objectives.
• Understanding of the St. Mary's culture and ability to represent and communicate the university mission to prospective students and families is preferred.
  
  
• Shows a working knowledge and proven ability to use metrics as part of a comprehensive alumni engagement strategic plan.
  
  
• Bilingual Preferred (English/Spanish with the ability to understand and to make one's self understood to Spanish speaking individuals).

PHYSICAL DEMANDS:

• Working conditions are in an office environment and university campus setting.
  
  Must be able to move across the university campus to conduct day to day business.
  
  
• Position requires a substantial amount of walking and climbing stairs to properly address any situations or employee concerns before, during and after annual events or projects.
  
  
• While performing this role, the employee will be regularly required to sit, walk, and stand; talk and hear, both in person and by telephone; and use hands repetitively to operate standard office equipment; and occasionally required to lift up to 25 pounds.
• Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus.
  
  
• Frequently communicates with others using approved technological resources; must be able to exchange accurate information through designated systems within a timely manner.
• Constantly operates a computer and other office productivity machinery.
  
  

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.

St. Mary's University is a Hispanic-Serving Institution and an Equal Opportunity Employer.

Required Skill Profession

Business Operations Specialists