Alumni Relations Office Coordinator

College of the Holy Cross•Worcester, MA

2d•Onsite

About The Position

At Holy Cross, we are focused on creating a world-class workforce by attracting and retaining employees dedicated to fostering a culture of professionalism, pride, mutual trust, and respect—one that values appreciation and recognition, empowering each of us to flourish both individually and collectively. We seek candidates who are inspired by our mission and values, and who are eager to make a meaningful difference on our campus. Reporting to the Senior Director of Alumni Engagement, this Office Coordinator full-time non-exempt position supports a team of nine professional staff members and manages a range of activities and communications to help achieve annual goals. Duties include serving as the office lead and trainer of online engagement tools (email and event registration platforms), managing the Reunion registration program and supervising student support team, coordinating support for the Alumni Association, class engagement, regional clubs program, Homecomings, career programming, affinity groups, Alumni Travel program and special events.

Requirements

Incumbents must have a minimum of two years of related experience
Must be highly organized, detail oriented, and have the ability to work competently and efficiently in a multi-task environment with the ability to prioritize responsibilities.
Must be focused, motivated to learn, and flexible to change.
Must have excellent written communication and interpersonal skills including phone manner and personal presentation.
Initiative, good judgment and sensitivity to confidential information required.
Must possess an aptitude for and commitment to learning new systems and applications.
Fluency with Microsoft and Google Suite for document and spreadsheet management
Strong sense of the mission of the College

Nice To Haves

Bachelor's degree preferred

Responsibilities

Manage high volume schedule of email communications for Alumni Engagement.
Compose text and design emails using email marketing tool.
Manage content and creation of alumni benefits electronic newsletter.
Use judgment to schedule emails in coordination with Advancement Communications calendar.
Create online event and registration pages for alumni events.
Collaborate with and train colleagues on use of online engagement tools.
Resolve all technical issues (administrative or user side) with online engagement tools.
Assess effectiveness and make recommendations to the Senior Director for changes.
Serve as Alumni Engagement liaison for technical support to vendors.
Attend training and support sessions for engagement platforms.
Oversee Reunion registration program for 2500+ guests.
Hire, train and supervise student Reunion registration team.
Develop, document, and manage Reunion processes, ensuring that staff and other resources are efficiently utilized.
Manage work-flow and troubleshoot online registration and credit card payment and refund program.
Liaise with ITS and software vendor regarding registration program issues.
Support the Class Engagement program by preparing fundraising reports, updating class fundraising data, and supporting class volunteer engagement in partnership with Advancement colleagues to advance annual fundraising and engagement initiatives.
Represent the Office of Alumni Engagement in verbal and written communications with external audiences.
Respond knowledgeably about Advancement division and direct inquiries appropriately.
Liaise with campus departments (e.g. Dining Services, Facilities, ITS, Conference Services and Graphic Arts) to support programs.
Facilitate information requests from Academic departments.
Manage office procurement card as well as vendor reimbursements.
Maintain event/program attendance lists and ensure appropriate coding in database.
Produce alumni profiles of event attendees.
Create event nametags.
Ensure accurate and timely updates for online events calendar.
Respond to alumni travel inquiries and maintain a list of alumni travelers.
Develop office procedures and update regularly.
Prepare Alumni Association meeting notices, records and organizational documents.
Manage logistical and dining services needs for engagement team’s meetings and events.
Staff registration table at events.