ALUMNI GENERAL - Alumni Relations Coordinator

Job Classification

  

Position summary

Serving as an ambassador, the Alumni Relations Coordinator is charged with securing commitments from alumni to provide professional expertise and volunteer service; collaborating with colleagues in the administrative offices and academic schools to create and maintain pathways for alumni participation; partnering with Development to cultivate alumni giving; and handling the alumni office’s online and mentorship tools. The Alumni Relations Coordinator is responsible for evaluating and communicating web strategies and content in accordance with the goals of the Alumni Association, while operating with a certain degree of independence, consistency, discretion, and fiscal management as well as moderate degree of decision-making authority.

Qualifications summary

Must be able to manage volunteers and a variety of projects, operating within budget. Flexible, willing to work evenings and weekends as needed. Strong technical competencies and computer skills are a must, as outlined in more detail below.  Must have excellent customer service and project management skills, and the ability to work within a team environment. Ability to work independently as well as with a diverse, multi-lingual, multi-cultural group of consitituents is essential. 


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

Duties and responsibilities

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Promote young/recent alumni engagement including executing post-graduate communication campaigns, student to alumni transition process and initiatives, partnering with the Office of Development on class gift projects, promoting young/recent alumni engagement in Homecoming and other events.


• Contributes to maintaining overall care and managing day-to-day operations of the Alumni House as a center of hospitality and school spirit for alumni, current students, and university employees.


• Staying within budget parameters and delivering assigned alumni office projects on time.


• Replying and managing queries from site visitors, alumni constituents and resolving requests and complaints in a timely and customer service centered manner.


• Assists director in coming up with marketing strategy for the University’s alumni constituency.


• Seeks out and manages honor class reunion leaders for honor classes, in particular the 50th reunion, during Homecoming planning process. Collaborates with Office of Development and 50th reunion leader for class gift projects and special reunion requests.

 

ACADEMIC COMMUNICATION & MENTORSHIP

• Communicating and initiating contact with the surrounding University community, serving academic departments and university organizations with alumni-related communication and requests. Enhancing professional program communication with departmental alumni, such as partnering with the Biology Department with their annual communication strategy.


• Serving as an alumni liaison or committee member as assigned on University committees, such as on the Assessment Committee. Representing the Alumni Office to give a voice in academic assessment and data discussions with professional programs such as STEM and health.


• Promote connectivity and engagement through the Andrews Network alumni/student community and other online alumni presence.  


• Create and manage an effective mentorship and communication strategy amongst alumni, students and departments, particularly from professional academic programs such as pre-med, pre-dent, STEM and health.


• Must be able to relate to students within professional programs and effectively work with undergraduate and graduate student leaders.

 

EVENT PLANNING & PROJECT MANAGEMENT

• Assists with planning and conducting 20–50 regional, on-campus and virtual events each year (in addition to Homecoming), which may require travel and weekend/evening commitments and conducting promotional communication and post-event surveys through email, print and other mediums. Represents Andrews University at Alumni Association-related functions/events as assigned.


• Assisting with planning and implementing Alumni Homecoming each year. May serve as project manager for certain events as assigned by director.


• Help organize and execute annual events engaging students in the life of Andrews University such as Lend-A-Hand Move-In, First Stop Legacy Booth and Alumni Mentoring BBQ. Assist with the Alumni Association’s role in Graduations and promoting young/recent alumni connectivitiy with their alma mater.  Encourages students and young/recent alumni to establish lifelong relationships with their alma mater, assists with ensuring a smooth student-to-alumni transition with graduation initiatives.

 

VOLUNTEER MOBILIZATION & SUPERVISORY DUTIES

• Assist in recruiting, training and coordinating volunteers and mentors to support Alumni Services and its goals in assisting students and alumni. Develop relationships with alumni who are willing to serve.


• Serve on the Alumni Association Board of Directors, assisting the director with organizing monthly meetings and taking meeting minutes.


• Train selected employees in use of administrative software, day-to-day operations and customer service expectations. May serve in a supervisory capacity to student workers as assigned by director.

 

TECHNICAL RESPONSIBILITIES

• Manages the Alumni Association’s website and various online projects. Assists with disseminating new information as it becomes available. Reviewing and ensuring accurate posted content on website, and as assigned on social media platforms.  


• Assists with production of quarterly alumni e-newsletters and in deploying other communication pieces.


• Working with Banner Database to ensure data consistency and accuracy, overseeing daily office data entry processes, and interacting with the ITS database administrators and managers as needed.


• Actively involved in managing procedures and communication campaigns to collect data updates in order to increase the number of contactable alumni.


• Managing and improving online systems such as mass email platform, help desk and SMS notifications. Executing technological tasks such as creating & improving email templates, Facebook ad pixel linking and setting up payments through Andrews’ online payment system.


• Exploring new ways to extend Andrews University Alumni Association’s reach through the use of new and innovative media available.


• Continually exploring ways to expand and improve the website and the Alumni Association’s online presence.


• Assembling structures and systems such as the 5k/10k finish arch, photo backdrops, positioning digital advertising panel screens and system, and constructing display booths for Advancement events.


• Operate technical equipment such as 5k/10k race chip timing system, web conference and tv equipment, and handling the online content management system for digital advertising panels.

 

MISCELLANIOUS DUTIES AND RESPONSIBILITIES

• Representing Alumni Services at Association-related gatherings/functions as needed, interacting professionally and relatably with multi-cultural and international audiences.


• Occasionally traveling, requiring some evening and weekend work commitment.


• Performing other duties/projects the Director may choose to assign.

Supervisory responsibilities

• Train selected student workers/employees in use of administrative software, day-to-day operations and customer service expectations. May serve in a supervisory capacity to student workers as assigned by director.


• Assist in recruiting, training and coordinating volunteers and mentors to support Alumni Services and its goals in assisting students and alumni. Develop relationships with alumni who are willing to serve.

Qualifications

EDUCATION

Bachelor’s degree from an accredited institution is required, Master’s degree or pursing Master’s degree is preferable. Andrews University granted degree is preferred.

EXPERIENCE

At least three years of related work experience in special events coordination, information systems, public relations, marketing, or higher education environment is required. 3+ years experience in Alumni, Development or Advancement-related fields is strongly preferred. Experience with Banner or Banner-like systems is essential. Must have experience in planning and executing events with a large volunteer base.

QUALIFICATIONS AND REQUIREMENTS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Ability to manage volunteers effectively and projects efficiently. Must be able to operate within budget.


• Flexible, willing to work evenings and weekends as needed.


• Ability to effectively communicate both in writing and verbally before small and large groups, and to use tools such as PowerPoint/Keynote, Zoom and Teams.


• Cross-platform experience with both Mac and PC computer systems is required.


• Proficiency in various computer technologies as well as experience with Microsoft Office suite including Excel is a must. Experience with database systems such as Banner is essential.


• Three or more years of significant experience with various forms of electronic communications including project management suites like Asana and Team and learning systems like LearningHub is strongly preferred.


• Experience with surveying and attendee management forms like Jotform and Event Espresso is preferred.


• Familiarity with content managagement and content management systems such as mass email systems and WordPress, etc. is a plus.


• Must have excellent customer service and project management skills, and the ability to work within a team environment.


• Ability to work independently as well as establish and maintain harmonious relations with a diverse constituency. Commitment to higher education and cultural diversity required. Multi-lingual and cross-cultural skills are a plus.


• Ability to professionally interact with a diverse variety of academic departments and intercampus offices, such as STEM, Health, and Business departments as well as Plant Services, Electrical, Grounds/Arboretum and IT.


• Successful clearance of a criminal conviction record check.

DIVERSITY AND INCLUSION

Qualified individuals should be able to articulate a strong commitment to diversity and have the ability to work effectively with individuals from diverse cultures and backgrounds.

LANGUAGE SKILLS

The ability to effectively and clearly communicate via a variety of communication channels including email, phone, and in person is required. Clear and concise writing skills and grammar skills are also necessary. Ability to clearly communicate, solve and diffuse tension as well as deal with various sensitive situations as they arise. English language proficiency is a must.

MATHEMATICAL SKILLS

Ability to define problems, collect data, establish facts and draw valid conclusions.  Must be familiar with working in Microsoft Office Suite, especially Excel, and be proficient in working with a computer. Ability to work with mathematical concepts is necessary to do basic calculations, stay within budget, and analyze results. 

PROBLEM SOLVING

This position encompasses variety of tasks related to communicating electronically and in print, negotiating with vendors and internal customers, listening actively and analyzing arguments, evaluating information sources, gathering and synthesizing information, organizing tasks, and evaluating completed web projects. Further, must be able to work in at times high-stress, demanding environment, thus requiring exceptional ability to stay focused on the task at hand.


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

Technical competencies

• Proficiency in various computer technologies as well as experience with Microsoft Office suite including Excel is a must. Experience with database systems such as Banner is essential.


• Three or more years of significant experience with various forms of electronic communications including project management suites like Asana and Team and learning systems like LearningHub is strongly preferred.


• Familiarity with content managagement and content management systems such as mass email systems and WordPress, etc. is a plus.


• Cross-platform experience with both Mac and PC computer systems is required.


• Experience with surveying and attendee management forms like Jotform and Event Espresso is preferred.


• Must be able to operate technical equipment such as race chip timing system, web conference and tv equipment, and digital advertising panels.

Interpersonal interactions

• Must be able to professionally interact with and serve a diverse group of various stakeholders (alumni, students, donors, colleagues, vendors, academic and office representatives, etc.) through a variety of mediums (small-and large- group in-person interactions, presentations, video conference, email, phone, etc.). Excellent customer service skills are essetial, multi-lingual and cross-cultural skills are a plus.


• Essential to possess volunteer management skills and to work well both independently and within a team environment. Supervisory experience and ability is a strong plus. 

Physical demands

The ability to function within a campus environment is required, as is to perform hands-on tasks during events and office operations such as lifting tables, chairs and other equipment, up to 50 lbs. Also important are reasonably good vision and hearing so that appropriate assessments can be made.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work environment

Office environment with events (ability to set up booths, tables/chairs, displays and other event needs across campus and at certain regional events), computer/screen time and usage is high.