Alumni Relations Coordinator

DePaul University•Chicago, IL

About The Position

The Alumni Relations Coordinator provides customer service to alumni, donors, and members of the DePaul University community and manages day-to-day support operations for the Office of Alumni Relations. Reporting to the Director of Alumni Relations, the Coordinator serves as a primary contact for the alumni and friends community, responds to phone and email inquiries, manages alumni and donor event registrations, processes event revenue, and answers questions about alumni benefits and services. The role also manages student workers who provide administrative support to Alumni Relations, Annual Giving, and Advancement Events staff, and performs project-based clerical work and event preparation. The Coordinator supports Alumni Relations and Advancement events by processing registrations and revenue, preparing RSVP reports, transferring attendance information into the Advance database, preparing event materials, and contacting alumni and donors about upcoming events. The role also helps manage the Alumni Center, including its reception area, conference room schedules, policies, facility and technology requests, and daily staffing coverage. Occasional evening and weekend hours are required to support alumni events and other staffing needs.

Requirements

2–4 years of administrative support and customer service experience.
2–4 years of experience with Microsoft Office programs, including Outlook, Word, Excel, Access, and PowerPoint.
Excellent oral and written communication skills.
Demonstrated planning, problem-solving, and organizational skills.
Strong customer service skills.
Conscientious and dependable.
Self-starter and team player.
Professional telephone etiquette.
Ability to manage multiple projects effectively, set priorities, meet deadlines, and follow up.
Ability to work occasional evenings and weekends to assist with alumni events and other staffing needs.

Nice To Haves

Bachelor of Arts degree preferred.
Experience in a higher education or nonprofit environment is a plus.

Responsibilities

Serve as the Alumni Relations receptionist and respond to phone calls and emails in a timely and accurate manner.
Communicate information about alumni services, benefits, and Alumni Relations and Advancement events.
Work with DePaul departments to troubleshoot problems and resolve alumni requests and inquiries.
Process event registrations and associated revenue.
Prepare weekly RSVP reports for active events for division review.
Transfer event attendance accurately and promptly into the Advance database.
Create and prepare items for events.
Call and email alumni and donors regarding upcoming Alumni Relations and Advancement events.
Communicate and implement Alumni Center policies and procedures for alumni, making adjustments and communicating them as needed.
Maintain reception area and conference room booking schedules for meetings and events.
Submit help desk tickets for technology issues and facility work orders for upkeep and event setup.
Manage the daily staffing schedule to ensure proper coverage of the Alumni office.
Supervise student workers performing administrative tasks, including managing the front desk as a first point of contact for alumni inquiries.
Create daily student task lists for event preparation and post-event wrap-up.
Perform clerical tasks and project-based event preparation.
Provide administrative support to Alumni Relations, Annual Giving, and Advancement Events staff.