ACADEMY GENERAL - Alumni Coordinator

Job Classification

  Hourly Half-time (20-29)

Position summary

Plans activities and maintain the database for the alumni of and donors to the academy. Processes donations sent to the Academy. Coordinates publication of the alumni newsletter.

Qualifications summary

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in the full position description are representative of the knowledge, skill, and/or abilty required. Reasonable accommodations may be made to enable individuals with disability to perform the essential function.


Must be a Seventh-day Adventist in good and regular standing.

Duties and responsibilities

Maintain the database of the alumni, donors, and current students, including updates received via phone, email, mail, newspapers, etc.

Search through local newspaper for announcements regarding the alumni, donors, and school.

Coordinate activities related to annual alumni weekend held in October.

• Form the alumni planning committee by identifying a person from each honor class who will serve as a class agent. Prepare the agenda, minutes and chair the meetings. With the assistance of the committee, determine a theme for the weekend, the layout of the program for the weekend, candidates of the Alumnus of the Year, and career seminar presenters.


• Work with designer who will create programs and display case panels.


• Arrange for someone to coordinate and execute the Sabbath potluck and golf tournament.


• Create composites, name tags and registration books for registration tables.


• Order trophies, plaques and plaque plates.


• Arrange catering for the weekend as appropriate.


• Arrange for photographer for honor class photos.


• Arrange to have flags, banners and composites of honor classes to be hung prior to weekend.


• Prepare gift bags and medallions for 50 year class.


• Set-up display cases with events of the weekend, participants and past award winners.


• Assist students with signing up for Career Seminars.


• Assist with the planning of the annual football game, Shydepoke

Attend monthly Alumni Association executive committee meetings.

Send email announcements to alumni as appropriate.

Prepare gift bags for graduating seniors.

Coordinate publication of the semi-annual newsletter including the donor annual report.

Process donations including mailing thank you letters to donors and entering into database.

Plan and execute the annual dinner for faculty, the operating board and donors including arranging for the caterer, using information or invitation, coordinating speakers, and controlling event budget.

General secretarial duties including, but not limited to, answering the phone, returning voicemail messages. Ordering supplies for the alumni office. Check and respond to emails.

Other duties may be assigned.

Supervisory responsibilities

N/A

Qualifications

Fifth year college or university program certificate/degree; or two to four years related experience and/or training; or equivalent combination of education and experience.

All correspondence and reporting must be grammatically correct and numerically accurate; must be fluent in English.

Ability to count money accurately and prepare deposits.

Ability to solve practical problems and deal with a variety of instructions furnished in written, oral, diagram, or schedule form.


Must be a Seventh-day Adventist in good and regular standing.

Technical competencies

N/A

Interpersonal interactions

Must feel and act comfortably with all the people who interact with this office: alumni, donors, students, faculty, and staff. Must have a warm and friendly personality. Must be able to work independently/autonomously. Must be able to maintain confidentiality when working with academic documents and information.

Physical demands

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.  The employee is frequently required to stand and walk.  Some lifting required.  Must be able to climb a ladder.  Specific vision abilities required by this job include close vision, and ability to adjust focus.

Work environment

This is a fairly quiet office aside from noise in the hall between classes. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.