Alumni Engagement Coordinator

Department: Alumni and Development

FLSA: Non-Exempt

Reports to: Director of Alumni Engagement

Schedule: Full-time/calendar year; some evening and weekend work required

Designation: Staff

Travel: Rare

Responsible for supporting events and programs designed to engage and inform Hotchkiss alumni and constituents about the School today. The Alumni Engagement Coordinator is expected to work collaboratively with the Director of Alumni Engagement other members of the Alumni Engagement team Alumni and Development Office colleagues on-campus community members and alumni volunteers. The Alumni Engagement Coordinator provides vital administrative and programmatic support for all Alumni Engagement events. The successful candidate enjoys collaborating with a wide variety of School constituents is detail-oriented a meticulous planner is self-motivated and enjoys problem-solving.

Events and Programs:

• Provides planning and implementation support for all Alumni Engagement events.
• Maintains a small portfolio of events for which they are the lead organizer responsible for budgeting planning implementation and post-event closure.
• Orders support materials for all events and meetings. Maintains an accurate inventory of supplies.
• Produces nametags meeting information packets nameplates and registration lists.
• Is the primary point of contact for external customer service inquiries regarding events and programs.
• Working closely with Advancement Services manages all aspects of event records in the database including the dissemination of event registrant lists to the Alumni and Development Office and the coding of attendees.
• Back-end website content management including calendar postings event registration pages and the addition of registrant names for reunion etc.

Mailings

• In collaboration with team members coordinates event invitation mailings for small to medium events including creating labels folding stuffing sealing and labeling in adherence with campus Post Office procedures.
• Mail gifts to new parents send condolence letters to classes and the families of the deceased and thank you gifts to volunteers.
• Orders wraps makes note of and mails all thank you gifts to volunteers.

Data Entry and Reports

• Ensures that Advancement Services is aware of volunteer coding changes for alumni as they engage with the School.
• Enters their own interactions with constituents into Raisers Edge.
• Request data export reports to support requests from alumni inform the creation of programming and for event invitations.
• Disseminates data changes resulting from event registrations.

Additional duties and responsibilities as needed or assigned.

• Bachelors degree or a combination of education and work experience in a related field.
• Strong customer service skills organizational skills and attention to detail.
• The ability to manage multiple open tasks and projects.
• Event planning and customer service experience.
• Prior experience using Microsoft Office Google Suite scheduling software and database management. Knowledge of Raisers Edge software is a plus.
• Must be a team player with excellent communication skills ability to make decisions independently strong interpersonal skills and a keen sense of how to prioritize duties.
• Must maintain strict confidentiality of information.

• Work is conducted primarily in an office environment.
• At events a significant amount of time standing/walking.
• Occasional bending reaching stooping.
• Repetitive motion (use of computer keyboard).
• Periodic need to carry boxes (up to 50 lbs) move tables and chairs hang signs and other similar tasks for events.

Required Experience:

IC