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Coordinator of Alumni Events & Volunteer Management

Job Details

Position Description

Eastern University is recruiting a dynamic and collaborative team player to join our Advancement team as Coordinator of Alumni Events & Volunteer Management.

Reporting to the Assistant Director of Alumni & Family Engagement, the Coordinator of Alumni Events & Volunteer Management plays an integral role in Alumni Engagement. This individual works within Advancement to assist in the efficient and orderly execution of functions related to strategically engaging alumni and families, building affinity for Eastern University, its Colleges, and assisting with institutional fundraising efforts through engaging alumni, students, and their families, along with friends to the University.

Eastern’s current 14-member Advancement Office raises approximately $3 million - $5 million annually and is looking to increase this in the coming years through grant proposals, documented legacy gifts, unrestricted gifts to the annual fund, and strengthening alumni and family engagement. The office has a collegial and collaborative ethos where staff communicate with one another and work together toward common goals. The successful candidate is expected to be a positive addition to the team.

Position Responsibilities

  • Proactively identify, manage, and train a pipeline of potential volunteers for various on-campus, local, regional and online engagement opportunities.
  • Assist and support the Assistant Director of Alumni & Family Engagement in various projects related to reunions. Manage the process for the 50 Year Golden Alumni Memory Book for distribution at Homecoming each year.
  • In collaboration with the Senior Director of Alumni & Family Engagement, organize Eastern University Alumni Advisory Board (EUAAB) meetings and provide staff assistance to the EUAAB.
  • Oversee the annual alumni awards program; work with the EUAAB to develop a strategy to build and maintain a pipeline of alumni nominations, and serve as the point person for annual alumni honorees.
  • Identify and create, in collaboration with the Assistant Director of Alumni & Family Engagement, additional networking and fellowship programs and activities that strengthen the connection between alumni, as well as with current students and the university.
  • Provides strong teamwork and partnership with the Assistant Director to create and curate content to provide engaging daily content on our social media channels such as Instagram, Facebook and LinkedIn and explore other avenues of digital engagement, keeping in mind philanthropic priorities of the University, along with ways to highlight or engage possible prospects through this content.
  • Maintain a high level of customer service to constituent requests that come through the alumni email account, phone, and actively monitor alumni social media channels and online networking platform to engage with our followers.
  • Partner with Advancement colleagues on various engagement events and projects as needed.
  • In partnership with Assistant Director, communicate attendance information with Advancement colleagues, focusing on both pre and post event communication follow up, along with assisting with prospecting attendees, as needed.
  • Attend University events that involve alumni, families and Alumni Advisory Board.
  • Additional out of town travel may be needed throughout the year.
  • Perform other related duties as required. All specific projects or responsibilities are subject to change and may shift at any time due to evolving institutional priorities, staffing transitions, or other reasons.
  • Ensure all events are consistently executed with the highest level of quality, cost-effectiveness, and overall support for the University’s mission and strategic goals.
  • Assist the Senior Director and Assistant Director to evaluate and monitor effectiveness of alumni and family engagement-related programs by identifying problems, recommending improvements and opportunities for growth in the spirit of continuous quality improvement, and assist in instituting changes, as needed.
  • Engages in learning best practices and how to redefine said practices, when appropriate, in a changing environment.
  • Document constituent activities and communications in the University Advancement CRM.
  • Manages volunteers, including communicating needs and expectations of various volunteer roles.

Strategic Thinking - Keeps the University's strategic objectives in mind when developing and contributing to plans and initiatives for Alumni and Family Philanthropic Engagement. Is able to explain the link between program goals and the University's strategic direction to Advancement.
Change Adaptability - Stays focused on own work and responsibilities in a changing work environment. Responds positively and is supportive of change initiatives.
Communication and Networking - Articulates thoughts clearly and is able to offer logical arguments to gain acceptance of an idea in a positive manner. Consistently communicates to colleagues and/or supervisor ensuring that everybody is well informed. Proactively builds informal networks at their own level and uses them to drive results within the EU community.
Drive for Results - Actively supports the continuous improvement of policies to reduce inefficiencies and better achieve goals. Respectfully holds people accountable for the quality of their work and minimal errors. Strives to achieve challenging goals and works through obstacles.
Talent Development - Proactively spends time with Advancement colleagues to build rapport.

Minimum Requirements :
  • Bachelor’s degree
  • A minimum of one (1) year experience related to successful volunteer management, alumni relations, community engagement, and special events. Equivalent combination of education and experience may be considered.
  • Proficient in using relational databases, understanding information management and have hands-on experience with Microsoft Office suite, Excel, and other appropriate electronic resources, along with ability to learn new systems.
  • Exceptional interpersonal skills with the ability to build, foster, and maintain positive professional relationships with colleagues and other constituencies.
  • Excellent writing, communication, proofreading, editing, and organizational skills. This is also essential for interaction with University leadership, Advancement staff, support staff, academic leaders, university faculty and staff, alumni, volunteers, prospects, and donors.
  • Strong organizational and time management skills focused on details and meeting deadlines. Calendar driven.
  • Ability to work independently and as a team, to prioritize work efficiently, and to meet deadlines while maintaining a positive attitude.
  • Ability to work with a diverse range of individuals in a fast-paced environment.
  • Ability to be creative, engaging, adaptive, and resilient.
  • Ability to handle confidential material and situations with sensitivity, tact, and the utmost discretion.
  • Ability to carry out multiple activities/projects concurrently is expected.
  • Technology and social media savvy.
  • Travel is required, along with a willingness to work evenings and weekends as needed.
  • Strong commitment to cooperative teamwork.

Preferred Qualifications
  • Familiarity with and success in the complex environment of a faith-based university.
  • Knowledge of best practices of alumni and/or volunteer engagement.
  • Knowledge of the principles of fundraising and relationship cultivation.
  • The successful candidate embodies values of caring and compassion, justice and integrity, competence and affirmation. S/He will commit to the mission and values of Eastern University and will seek to treat each member of the campus community with fairness, dignity and respect, seeking a spirit of unity and harmony as we join together to achieve our common mission.


Eastern University

About Eastern University 

Eastern University is a Christian university of the arts and sciences that integrates faith, reason and justice for students in its undergraduate, graduate, Seminary, urban, professional and international programs. Applicants should have a Christian commitment compatible with its mission and be willing to endorse by signing Eastern University’s doctrinal statement. The university complies with federal and state guidelines of nondiscrimination in employment; members of protected classes are encouraged to apply.

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