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Office Coordinator Alumni Relations

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About College of the Holy Cross:

Founded in 1843 in Worcester, Massachusetts, the College of the Holy Cross is among the nation's leading liberal arts institutions. A highly selective, four-year, exclusively undergraduate college of 3,100 students, Holy Cross is renowned for offering a rigorous, personalized education in the Jesuit, Catholic tradition.

Holy Cross highly values the unique skills, perspective, talents and passion that each employee contributes to its learning community. To work at The College is to accept an invitation to participate in the growth and development of all campus members, students, faculty and staff. The College's commitment to diversity is an important feature of the Holy Cross education. Informed by the presence of diverse interpretations of the human experience, Holy Cross is building a community marked by freedom, mutual respect, and civility. We seek others who support our values of diversity and inclusiveness. Job candidates of all diverse backgrounds who embrace the open and inclusive culture of Holy Cross are welcome and encouraged to apply.


Job Description:

Reporting to the Director of Alumni Relations, this Office Coordinator full-time non-exempt position supports the work of the Director of Alumni Relations, the Director of Alumni Career and Professional Development and several assistant/associate directors and manages a range of activities and communications to help achieve annual goals. Duties include serving as the office lead and trainer of the online engagement platform, managing the Reunion registration program and supervising student support team, coordinating support for the Alumni Association, regional clubs program, Homecomings, career programming, affinity groups, Alumni travel program, Continuing Education Day and special events.

ESSENTIAL FUNCTIONS
  • Represent the Alumni Relations Office in verbal and written communications with external audiences. Respond knowledgeably about Advancement division and direct inquiries appropriately. Liaise with campus departments (e.g. Dining Services, Facilities, ITS, Conference Services and Graphic Arts) to support programs. Facilitate information requests from Academic departments.
  • Oversee Reunion registration program for 2500+ guests. Hire, train and supervise student Reunion registration team. Develop, document, and manage Reunion processes, ensuring that staff and other resources are efficiently utilized. Manage work-flow and troubleshoot online registration and credit card payment and refund program. Liaise with ITS and software vendor regarding registration program issues.
  • Manage high volume schedule of email communications for Alumni Relations. Develop and manage content for alumni electronic newsletter. Compose text and design emails using email marketing tool. Use judgment to schedule emails in concert with Advancement Communications calendar. Create online event and registration pages for alumni events. Collaborate with and train colleagues on use of online engagement tools. Resolve all technical issues (administrative or user side) with online engagement tools. Assess effectiveness and make recommendations to Director for changes. Serve as Alumni Relations' liaison for technical support to vendor. Attend training and support sessions for the product.
  • Manage office and individual staff procurement cards as well as vendor reimbursements. Produce condolence letters on a scheduled basis. Process and deposit all cash receipts for programs. Maintain attendance list of alumni/guests and ensure appropriate coding in database. Produce alumni profiles of event attendees. Create nametags. Ensure accurate and timely update for online event calendar and create weekly events email to Advancement. Respond to alumni travel inquiries, liaise with tour operators, process registrations and maintain list of alumni travelers. Assess alumni website resources and recommend improvements.
  • Develop office procedures and update regularly. Prepare and maintain all HCAA meeting, committee and organizational documents, notices and records. Manage logistical and dining services needs for Association meetings and events. Staff registration table at events.
To prevent the infection and spread of COVID-19, and as an integral part of its public health and safety measures, College of the Holy Cross requires that all successful applicants show proof of full vaccination by an FDA-approved COVID-19 vaccine before beginning employment, unless an exemption from this policy has been granted. Applicants believing they need an accommodation of this policy because of a disability, sincerely-held religious belief, or otherwise should inform Human Resources after an offer of employment is extended; please do not include any medical, genetic, or religious information on your application materials.


Requirements:
  • Bachelor's degree preferred
  • Incumbents must have a minimum of two years of experience (education may count toward experience).
  • Must be highly organized, detail oriented, and have the ability to work competently and efficiently in a multi-task environment with the ability to prioritize responsibilities.
  • Must be focused, motivated to learn, and flexible to change.
  • Must have excellent written communication and interpersonal skills including phone manner and personal presentation. Initiative, good judgment and sensitivity to confidential information required.
  • Must possess an aptitude for and commitment to learning new systems and applications. Expertise in the functional use of Excel, Word, Google Docs & Forms.
  • Strong sense of the mission of the College
Technical Specifications include:
  • iModules
  • Ellucian Advance
  • Jasper
  • Drupal
  • ChromeRiver

Additional Information:

This is a full-time, non-exempt level position. The College is committed to providing competitive market pay for its employees. The College also offers a competitive benefits package for full-time staff, including:

Pension Plan
Hybrid work
NEW - condensed summer 4-day work week
Tuition benefits
Wellness programs & ongoing Training and Development opportunities
Generous paid time off
Free parking and free use of the athletic/fitness facilities.
Click here to learn more.

College Description

The College of the Holy Cross is a private, Jesuit Catholic, undergraduate institution serving approximately 3,100 students. Founded in 1843, Holy Cross is the oldest Catholic college in New England and has a tradition of academic excellence. It is located atop Mount Saint James in Worcester, Massachusetts. The picturesque, 174-acre campus is an award-winning and registered arboretum.

Region Description

Worcester is a city of approximately 200,000 people centrally located in the Commonwealth of Massachusetts. It is approximately one hour from Boston, Hartford, and Providence, and three hours from New York City. Worcester is known as the Heart of the Commonwealth. Worcester offers many cultural and recreational opportunities.

The College is an Equal Employment Opportunity Employer and complies with all Federal and Massachusetts laws concerning Equal Opportunity and Affirmative Action in the workplace.

A member of the Higher Education Consortium of Central Massachusetts (HECCMA).

To review our Employee Benefit Options, please go to: https://www.holycross.edu/human-resources/benefits

Holy Cross Benefits at a Glance PDF for download: www.holycross.edu/media/212501/download?attachment


Application Instructions:

Please attach a cover letter addressing the position requirements along with your resume.

In your cover letter please address how your work supports the College's mission as a Jesuit, undergraduate liberal arts college (see http://www.holycross.edu/mission ) and its core commitment to diversity and inclusion. For more information, please visit http://holycross.edu/diversity .

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