Assistant to Alumni & Parent Relations

Loomis Institute•Windsor, CT

4d•Onsite

About The Position

Loomis Chaffee School seeks an Assistant to Alumni & Parent Relations to perform duties that include the management and coordination of a variety of tasks to assist and augment the work of members of the Alumni & Parent Relations team. Furthermore, the Assistant to Alumni & Parent Relations is responsible for various office-wide functions, supporting members of the Office of Advancement. The position requires interaction with all of the school’s constituencies, including alumni, parents, faculty, and students, as well as other visitors, guests, and vendors of the school.

Requirements

Proficiency with all Microsoft applications, including Excel and merge applications, as well as experience working with a variety of database systems is required.
Detail-oriented approach and the ability to multitask while remaining highly organized.
Strong planning and implementation skills and the ability to manage competing priorities.
Demonstrated ability to work independently and as part of a team.
Ability and flexibility to provide support for after-hours and weekend events.
Strong written and verbal communication skills.
Ability to interact comfortably with a full range of people, from high school students to elderly alumnae and alumni.
Appreciate and enjoy customer service.

Nice To Haves

Experience with Blackbaud’s Raiser’s Edge, NXT, and GiveCampus preferred.
Experience in Advancement work and in an independent school setting preferred.

Responsibilities

Provide administrative and operational support for an Alumni & Parent Relations team of four members.
Assist in the preparation, execution, and post-event assessment of all regional and on-campus receptions and events. Contribute to the development and refinement of event concepts, programs, and engagement strategies.
Manage end-to-end registration process for all events, including processing online and telephone reservations, maintaining database records, producing reports and attendee lists, preparing nametags and event materials and providing on-site support for on-campus and local events. Provide a high level of customer service over the telephone, in written communications and at events. Reconcile event fees and related transactions with the Business Office to ensure accurate and timely reporting.
Coordinate and manage numerous components of Reunion Weekend, collaborating with campus departments and partners to ensure the successful planning and execution of registration, guest services, and on-site activities.
Provide support for signature campus-wide events, including Family Weekend and Commencement, coordinating event materials, guest registration, set-up, on-site logistics, and other event-related activities.
Work with the Admission Office to prepare for visits of legacy applicants during interview season, identifying important connections and effectively communicating with Advancement colleagues ensuring a welcoming experience for prospective alumni families.
Collaborate with colleagues to determine appropriate memento and recognition gifts for constituents by supporting idea generation, gift delivery and documentation of gifts. Monitor the quantity and variety of gifts in supply.
Work with the Advancement Services team on regular database maintenance including constituent address updates, data from annual Reunion surveys, and other projects and processes.
Maintain Advancement Office supply inventory and place orders accordingly.
Receive calls on Advancement Office telephone line; assist constituents and answer questions.
Support Advancement Office functions relating to mail procedures, post office standards, and constituent mailings.
Performs other duties as assigned.