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Alumni Engagement Coordinator

Employer
DePauw University
Location
Indiana, United States
Salary
Salary Not Specified
Date posted
Jan 31, 2024

Job Details



DePauw University is an Equal Employment Opportunity Employer: Women, members of underrepresented groups, and persons with disabilities are encouraged to apply.

Position will remain open until filled.

Please go to University Profile for more information about DePauw.


POSITION SUMMARY


Serve as the sole administrative support for staff members and the department. Provide general administrative support for the Senior Director of Development and Alumni Engagement (DAE) Communications and Events as well as the Alumni Association Board and GOLD Alumni Board of Directors, Athletic Hall of Fame Board of Directors and other advisory boards. Responsible for organizing and supervising event registration process and staff (10-15) during several major on-campus multi-day alumni events. Manage office communications with on- and off-campus constituencies by phone and email. Manage a variety of data maintenance tasks to ensure the integrity of alumni records and the Alumni Engagement Index. The position also assists in the monitoring and reconciliation of department budgets and the office credit card, ordering office supplies, and other duties as assigned. The workflow of the position is very dependent on the events calendar of the division. While there is a steady stream of regional events, there is definitely more event work around our on-campus signature events (Athletics Hall of Fame Weekend, Old Gold Weekend, Family Weekend, Monon Bell, Alumni Reunion Weekend, and other events as needed). It may be necessary to work overtime hours during these major campus events. Strong project management and interpersonal skills are necessary.

ESSENTIAL FUNCTIONS

Reasonable Accommodations Statement

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Essential Functions Statement(s)
  • Provide primary administrative support for the Senior Director of DAE Communications and Events .
  • Maintain and update the Alumni Engagement management system.
  • Manage two phone lines and answer Alumni calls to handle the various requests for information and other assistance (i.e. update contact information, provide general information for various on- and off-campus events, rsvp to Regional events and on-campus events, including Alumni Reunion Weekend, provide log-in information to the Gateway, etc.)
  • Manage the Alumni Engagement Office email account as well as the AlumEservice email account.
  • Prepare various correspondence for Alumni Engagement (i.e. Athletics Hall of Fame, Alumni Board, Alumni Recognition Awards, Alumni Reunion Volunteers and requests through the Alumni Engagement Office email account and 800 number, etc.)
  • Coordinate and manage guest accommodations at The Inn and the Holiday Inn Express during special event weekends as needed.
  • Coordinate and manage the ordering of various alumni awards and plaques, including Alumni awards recognition, Athletics Hall of Fame Induction, Alumni Association Board of Directors, and the Distinguished Alumni wall.
  • Maintain a database with alumni accomplishments and on a monthly basis prepare Congratulatory Letters to be mailed.
  • Create and update spreadsheets to track alumni feedback received after various correspondence. This information is then documented in each alumni's record in Blackbaud.
  • Oversee and organize ARW registration which includes maintaining registrations, lodging reports, shuttle service, name tags, reconciliation of monies received and being the point person during the weekend.
  • Assist with organizing over 50 Monon Bell Telecast parties by securing hosts, providing good communication with hosts prior to and day of the game, building each party's registration, organize/pack/ship each party's swag box, code and load hosts for historical data and troubleshoot where needed.
  • Coordinate with Alumni Board, GOLD Alumni Board, family, parent, and other affinity groups, and corresponding staff liaisons across campus to ensure project completion and efficiency.
  • Assist with the implementation of the Athletics Hall of Fame and Alumni Awards programs by taking notes at the executive board meetings, being the point of contact for the inductees a nd awards recipients, preparing correspondence going out to all members, inductees, executive board, etc.
  • Reconcile on a weekly basis all the monies received through event registrations, alumni travel, etc. and handle the reconciliation of department credit card statements.
  • Within our event database (iMods) craft/send emails, build events and help to maintain the accuracy of the data.
  • Prepare attendee lists, name tags, and compile all pertinent materials needed for all on-campus and off-campus events.
  • Compile event data at the end of each month and share with Development Services to be tracked for the AEI.
  • Assist with setting up phone interviews, itineraries, etc. in the hiring process and for alumni returning to campus for visits.
  • Research and ordering of office supplies, promotional items and maintaining the inventory.
  • Other duties as assigned.
POSITION QUALIFICATIONS

Competency Statement(s)
  • Accountability - Ability to accept responsibility and account for his/her actions.
  • Accuracy - Ability to perform work accurately and thoroughly.
  • Adaptability - Ability to adapt to change in the workplace.
  • Communication, Oral - Ability to communicate effectively with others using the spoken word.
  • Communication, Written - Ability to communicate in writing clearly and concisely.
  • Customer Oriented - Ability to take care of the customers' needs while following company procedures.
  • Diversity Oriented - Commitment to valuing a variety of different experiences, encouraging input and collaboration from campus stakeholders, including being mindful of experiences related, but not limited to: age, gender, race, ethnicity, religion, socio-economic status, LGBTQ, and/or job type.
  • Interpersonal - Ability to get along well with a variety of personalities and individuals.
  • Reliability - The trait of being dependable and trustworthy.
  • Organized - Possessing the trait of being organized or following a systematic method of performing a task.
  • Time Management - Ability to utilize the available time to organize and complete work within given deadlines.
  • Working Under Pressure - Ability to complete assigned tasks under stressful situations.
Education: High School Graduate or General Education Degree (GED) required.

Experience: Minimum of two years experience with web authoring and the Microsoft Office suite essential.

Computer Skills

Experience with Microsoft Office software, Google platforms and web authoring software required. Ability to perform internet searches to gather information. Familiarity with events software is a plus.

Communication/Language: Intermediate: Ability to read and interpret documents. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of an organization.

Math Ability: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

Other Requirements

Professional phone demeanor, ability to work in a small office team environment. Excellent communications and writing skills.

Company

DePauw University is a private liberal arts college in Greencastle, Indiana.

DePauw University

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