Coordinator of Strategic Events and Alumni Engagement

Position Summary: The Coordinator of Alumni and Church Relations provides oversight for all alumni events gatherings publications staffing budget and records. This position works with the Director of Alumni to design develop and implement programs of interest to our alumni with the goal of improving alumni relations and increasing alumni engagement including giving and student referrals.

Essential Functions:

Coordinating alumni events

• Coordinates regional alumni gatherings
• Works with alumni hosts to support and facilitate their individual alumni events during denominational conferences
• Gathers all event information
• Helps to recruit speakers and coordinates their travel and reimbursements
• Researches orders and distributes supplies and giveaways
• Collects and organizes event feedback from speakers hosts and alumni
• Manages all aspects of the yearly Golden Graduate Weekend including coordinating with appropriate staff and administration for multiple events
• Coordinates lodging meals and transportation for guests and volunteers
• Assists director with the cultivation and engagement of Alumni Council
• Plans and facilitates activities for the annual Alumni Council meeting
• Coordinates team meetings
• Coordinates other alumni events including travel opportunities and student welcome events.
• Manages office Google calendar and may schedule director for meetings
• Manages the Alumni Ambassadors including contact lists and reimbursements/stipends.
• Assists the Ambassadors with planning and executing their trips
• Manages event budgets
• Supervises reservations and ordering of materials
• Travels to facilitate the event if needed (this will include international travel

Communication

• Coordinates the production publication and dissemination of The Asbury Alumni Link monthly electronic newsletter
• Manages nominations and award distribution for Distinguished Alumni Award and Towel and Basin Award including travel and lodging for Distinguished Alumnus
• Helps to coordinate the content of Asbury Theological Seminary Alumni Facebook
• Aids the Admissions Office by connecting recruiters to prospective students through alumni alumni ambassadors and alumni council members
• Aids in career and placements by maintaining job postings and official campus visits for recruiting purposes via the Ministry and Vocation Connections system
• Ministers to alumni and local church leaders through acts of prayer kindness and encouragement.
• Coordinates correspondence on behalf of the Alumni Office including letters facsimiles telephone voice mail and e-mail
• Manages mass mailings for essential alumni resources such as Shepherds Fund
• Coordinates Shepherd Fund application verification and entry into the donors software system

Data maintenance

• Manages alumni website ensuring all aspects are accurate timely and relevant to alumni
• Oversees assignment of alumni email correspondence to appropriate staff
• Supervises records changes in the database
• Oversees changes to alumni records and running of reports in Raisers Edge NXT

Other functions

• Seeks develops and implements new procedures to increase the productivity of the office
• Manages trains and assists student workers as needed
• Gives alumni and advancement campus tours as needed
• Maintains office supply inventory
• Stocking and moving supplies (lifting carrying pushing pulling up to 50lbs)

Financial Responsibility/Authority:

• Assists with overseeing all budgeted alumni expenses
• Processes requests for payment and travel expense reports
• Orders materials and approves and properly routes invoices
• Maintains login credentials for vendor sites
• Develops and maintains relationships with key vendors to reduce costs and improve quality

Tools & Equipment:

Hardware: computer phone voicemail fax machine photocopier other office equipment

Software: Word Excel PowerPoint Internet Raisers Edge NXT WordPress Adobe PhotoShop Google Suite

Education Experience and Skills Required:

• A maturing Christian experience and a shared vision of Asbury Theological Seminary
• Exceptional organizational skills and attention to detail
• Ability to take initiative prioritize problem-solve meet deadlines and work productively without continuous supervision
• Strong interpersonal skills; ability to communicate effectively both orally and in writing
• Prior experience in publishing especially copyediting is preferred but not required
• Integrity; commitment to confidentiality
• Ability to draft engaging and relevant letters and articles for alumni events and publications that are free of typographical or grammar errors
• Punctuality flexibility maturity professional demeanor positive attitude friendly disposition and ability to exercise discretion on sensitive issues
• Experience with MS Office software WordPress and Google Drive
• Personal integrity and a work ethic that inspires confidence of the alumni students and guests
• Prior experience in an alumni office is helpful but not necessary

Financial Responsibility/Authority:

• Assists with overseeing all budgeted alumni expenses
• Processes requests for payment and travel expense reports
• Orders materials and approves and properly routes invoices
• Maintains login credentials for vendor sites
• Develops and maintains relationships with key vendors to reduce costs and improve quality

Tools & Equipment:

Hardware: computer phone voicemail fax machine photocopier other office equipment

Software: Word Excel PowerPoint Internet Raisers Edge NXT WordPress Adobe PhotoShop Google Suite

Education Experience and Skills Required:

• A maturing Christian experience and a shared vision of Asbury Theological Seminary
• Exceptional organizational skills and attention to detail
• Ability to take initiative prioritize problem-solve meet deadlines and work productively without continuous supervision
• Strong interpersonal skills; ability to communicate effectively both orally and in writing
• Prior experience in publishing especially copyediting is preferred but not required
• Integrity; commitment to confidentiality
• Ability to draft engaging and relevant letters and articles for alumni events and publications that are free of typographical or grammar errors
• Punctuality flexibility maturity professional demeanor positive attitude friendly disposition and ability to exercise discretion on sensitive issues
• Experience with MS Office software WordPress and Google Drive
• Personal integrity and a work ethic that inspires confidence of the alumni students and guests
• Prior experience in an alumni office is helpful but not necessary