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Coordinator, Center for Alumni

Employer
Bucknell University
Location
Pennsylvania, United States
Salary
Salary Not specified
Posted date
Nov 10, 2021

View more

Position Type
Administrative, Business & Administrative Affairs, Conference & Special Event Administration
Employment Level
Administrative
Employment Type
Full Time
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Coordinator, Center for Alumni & Family Engagement

Job No: 496834
Position Type: full-time
Location: Lewisburg, PA
Categories: University Advancement / Alumni Relations

University Advancement (UA) is here to advance the mission of Bucknell University by engaging the Bucknell community. It is only through the support of alumni, parents and friends — by opening doors to career opportunities, engaging others to join the conversation and community, and entrusting us with their philanthropic commitments — that we can further elevate Bucknell as a leader in undergraduate education.

Our team is dedicated to this mission and unified by five values:
  • Lead with Integrity.
  • Embrace a Collaborative and Inclusive Spirit.
  • Be Open and Receptive.
  • Nurture Creativity and Innovation.
  • Foster a Culture of Empowerment and Knowledge.

    These values also illustrate how we bring, as a division, the University's strategic plan to life and exercise our commitment to diversity, equity and inclusion on a daily basis.

    As part of UA, the Center for Alumni & Family Engagement seeks to create significant relationships between Bucknell and its alumni and parent communities to help secure resources necessary for the University to fulfill its educational mission.

    As part of UA, the Coordinator is a member of the Events team within the Center for Alumni & Family Engagement. This position receives work and guidance from assistant directors serving as event managers and program managers (as well as directors within the Center as needed) for responsibilities that contribute to and are supportive of assigned programs and events. The Coordinator shares ownership in the Center's success, has responsibilities that help ensure constituents have a positive experience (that exceeds expectations) during interactions with Bucknell and helps achieve the division and office strategic objectives.

    This position reports directly to an Assistant Director within the Center for Alumni & Family Engagement.

    Job Duties:
    Supports programs and events and provides volunteer data entry in the following ways:
  • Provides support to program directors, including coordinating calendars, scheduling meetings, surveys, managing check requests, pulling lists, events, attendees and gifts.
  • Provides frontline customer service, including managing the alumni email account, physical mail and main phone line.
  • Provides acknowledgment of alumni milestones (e.g., marriages, births, promotions, deaths).
  • Provides data entry and data retrieval for various projects including volunteers.
  • Performs general office duties and business practices, including answering phones, greeting guests, record keeping, photocopying, etc.
  • Creates online registration sites (including forms and web pages) for assigned events within the designated software and using branded and approved styles, colors, typography, formats and content.
  • Ensures proper reviews and tests of event registration sites.
  • Obtains and loads accurate invitation lists to registration sites.
  • Ensures and maintains up-to-date and accurate event information in the division's central customer relationship management (CRM) system.
  • Provides customer service to constituents for assigned events by answering registration-related questions, addressing issues, etc., that arise before, during and after the events. This includes phone, email or in person.
  • Creates registration-related reports as needed for assigned events.
  • Provides name badges and other print collateral for events as needed and requested.
  • Creates, tests, obtains appropriate reviews and sends event-related emails for assigned events within the designated software and using provided content, as well as branded typography, formats and colors.
  • Performs entry of data in the division's CRM system to help ensure the event and communication calendar, as well as event information, are kept up to date.
  • Assists event and program managers as requested with logistical preparations for events, the order of event supplies, submissions of vendor invoices for payment, contract submissions, etc.
  • Serves as a liaison as needed with the division's Records office and with the Print, Publications & Mail office for graphic design, print and mailing needs.
  • Helps to coordinate attendee check-in processes for events as needed.
  • Fulfills staffing positions at events as needed.
  • Manages any refunds needed for event attendees according to a defined process.
  • Manages and respects confidential and sensitive information.
  • Participates in continuous improvement plans for the Center for Alumni & Family Engagement.
  • Builds surveys and compiles collection of responses as needed.
  • Assists with other office functions and activities as needed and participates in regular staff meetings.
  • Performs other duties as assigned.

    Minimum Qualifications:
  • High school diploma or equivalent
  • Two years of customer service or office experience
  • Experience demonstrating mid-level or higher skills in Microsoft Office Suite
  • Excellent verbal and written communication skills, as well as strong editing, spelling and grammar skills
  • Demonstrated creativity, initiative and proactive problem solving skills
  • Demonstrated excellent interpersonal skills and ability to build positive relationships with a diverse constituent base

    This position requires occasional evening and weekend work to support UA's events including blocks of time for major events such as Family, Reunion, and Homecoming Weekends, and other event support as required. Staff should mark their calendars for major events and events in their department. Exceptions require supervisory approval.

    May be requested to travel on occasion.
    Some mild to moderate physical activity may be necessary.
    State and federal background checks will be required to work at certain events.

    Preferred Qualifications:
  • Three or more years of event support
  • Experience in a higher education setting
  • Experience planning and managing group social media
  • Experience with database applications like Banner and/or Blackbaud
  • Experience with Qualtrics, Smartsheet, and Ablebits
  • Valid U.S. driver's license and a willingness and ability to travel occasional evenings and weekends in support of off campus events

    Work Type:
    full-time


    To apply, visit https://careers.bucknell.edu/en-us/job/496834/coordinator-center-for-alumni-family-engagement

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