Alumni Engagement and Annual Giving Coordinator

DePauw University•Greencastle, IN

1d•Onsite

About The Position

The Alumni Engagement and Annual Giving Coordinator is a critical addition to the team, enabling the university to meet its strategic goals of increasing alumni engagement and strengthening philanthropic support. By providing dedicated administrative support, this role will enhance the operational efficiency of two key areas, Alumni Engagement and Annual Giving, ensuring these functions can scale to meet the growing needs of our alumni and donor base. The Alumni Engagement and Annual Giving Coordinator plays a critical role in supporting the Alumni Office by: • providing general administrative assistance • internal events scheduling • reporting, tracking and record updates • ensuring a welcoming experience for alumni and other stakeholders This role requires strong organizational and interpersonal skills to maintain relationships with alumni and facilitate meaningful engagement with the university community.

Requirements

High School Graduate or General Education Degree (GED) required.
Minimum of two years office experience required, with web authoring and CRM experience preferred.
Experience with Microsoft Office software, Google platforms and web authoring software required.
Ability to perform internet searches to gather information.
Professional phone demeanor, ability to work in a small office team environment.
Excellent communications and writing skills.

Nice To Haves

Associate’s degree preferred.
Familiarity with events software is a plus.

Responsibilities

Serve as administrative support for the Alumni Engagement and Annual Giving offices.
Provide general administrative support for the Associate Vice President of Alumni Engagement and Annual Giving, the Senior Director of Development and Alumni Engagement Strategic Operations, the Director of Annual Giving Programs, as well as the Alumni Association Boards of Directors, Athletic Hall of Fame Board of Directors, and other advisory boards.
Manage office communications with on- and off-campus constituencies by phone and email.
Manage a variety of data maintenance tasks to ensure integrity of alumni and giving records.
Position also assists the monitoring and reconciliation of department budgets and the office credit card, ordering office supplies and other duties as assigned.
Provide primary administrative support to the Offices of Alumni Engagement and Annual Giving, and serve as the point of contact for alumni inquiries, managing office email accounts and responding promptly to phone and email communications.
Internal meeting scheduling, communication(s) and follow-up.
Support for stakeholder events including communications assistance, registrations, name tag creation, and preparing materials for both on-campus and off-campus gatherings.
Document alumni feedback and updates in databases to maintain accurate records and measure engagement within the Alumni Engagement Framework.
Update and distribute monthly dashboard reports on attendance, giving trends, and alumni engagement using existing data and templates.
Maintain archives of reports and dashboards, ensuring year-over-year comparisons and supporting long-term strategic reporting needs.
Respond to alumni inquiries regarding events, online portals, and other resources.
Review and comment for editorial clarity on AE/Annual fund communications as a part of the team approval process.
Serve as the primary data entry for updating tracking alumni engagement and event metrics across CRM platforms (Millennium, Blackbaud, IModules, GiveCampus, etc.).
Contribute and maintain internal documentation, workflows, and process improvements to ensure team-wide consistency.
Generate reports to track engagement metrics, event participation, and fundraising outcomes.
Be comfortable and proficient in learning how to use new event, donor, and communication systems and software, as well as training new hires on their general use.
Maintain a multi-year inventory of recognition items, track honoree details, and serve as the point of contact for annual reordering.
Process order requests including ordering plaques, certificates, and awards for programs like Alumni Awards, Athletics Hall of Fame, and leadership society gatherings.
Reconcile weekly revenue from event registrations and alumni-related activities, assisting with credit card reconciliations and budget tracking.
Order office supplies, promotional items, and maintain inventory for events and operations.
Serve as the primary point of contact for vendor relationships and service contracts related to print/mail services, promotional items, award recognition materials, and event support vendors.
Track order performance, negotiate pricing where appropriate, and maintain records to evaluate vendor effectiveness.
Oversee all aspects of promotional giving swag, including ordering supplies, creating mailing labels, and ensuring timely distribution.
Oversee daily office functions, ensuring smooth operations and coordination with campus partners.
Provide telephone, email, text, and personnel coverage for the Alumni Engagement and Annual Giving offices.
Build and maintain a library of internal policies and procedures related to event reporting, donor records, alumni communications, and compliant data usage.
Other Duties as Assigned

Benefits

medical, dental and vision insurance
Basic Life insurance, Accidental Death & Dismemberment (AD&D) and Long Term Disability are paid for by DePauw University.
Full time employees may elect to purchase additional voluntary life insurance for themselves and their dependents.
Additional voluntary benefits, Tuition Remission and Exchange, as well as Relocation Allowance are also employee benefits.
All employees may participate in the retirement savings plan, as well as employee discounts and access to University resources.
Vacation Time, Personal Time (hourly) and Sick Time policies in the Employee Handbook
Cigna Employee Assistance benefit is available to all employees and their households.
Welch Fitness Center and wellness classes
Indoor Tennis and Track Center
University Libraries
Peeler art galleries
Green Center for the Performing Arts events and programs
Ubben lecture series
Free athletic events
Bookstore and Starbucks (Greencastle) discounts
Employee discounted meal plan
Free parking
Nature park, including walking and biking trails
Personal duplicating and printing discounts