Program Manager of Alumni Relations

Adams State University•Alamosa, CO

7d•Onsite

About The Position

The Program Manager of Alumni Relations provides critical support to the Director in implementing programs that engage alumni, current students, staff, and community members with Adams State University. Reporting directly to the Director of Alumni Relations, this position plays a key role in supporting the office's mission to establish and grow a culture of involvement where alumni and current students/staff contribute their time, talent, and treasure to Adams State. The Program Manager's primary responsibility is to support the Director in alumni programming, with an emphasis on assisting with engagement activities and events for all alumni - past and future. This role helps execute programming activities and coordinates alumni engagement programs and communications under the Director's guidance. The Program Manager collaborates with the Director to organize and train volunteer groups, including the student alumni association, alumni board, regional chapters, and other related groups. Working closely with the Director, the Program Manager of Alumni Relations helps plan, manage, and execute the logistics for an annual calendar of events. This position requires travel in and out of state as well as weekend commitments, including representing the office in the Director's absence when necessary. The Program Manager attends all Alumni and Foundation team events and provides comprehensive support to ensure the Director can effectively lead the department's strategic initiatives.

Requirements

Bachelor's degree from an accredited institution
4-6 years relevant experience in alumni relations, event planning, or fundraising
Proven experience in planning, managing, and executing events and engagement initiatives
Demonstrated ability to work collegially and collaboratively with a wide-range of internal and external constituencies
Strong written and verbal communication skills
Candidates must be legally authorized to work in the United States.
Adams State University is unable to provide sponsorship, transfer, or support for employment visas (such as H-1B, TN ect.) for this specific opening.

Nice To Haves

Demonstrated strong connection to Adams State University, such as being an ASU graduate, having professional experience with the university, robust institutional knowledge, or having a history of meaningful engagement with the ASU community.
Demonstrated leadership and supervisory experience.
Experience working with a board of directors or council.
Proofreading skills or publication experience.

Responsibilities

Assisting in the planning, coordination, and execution of all alumni events and programs, including homecoming, ASU retiree's events, alumni gatherings, special reunions, Foundation donor and student recognition events, and career development and special interest initiatives.
Researching and securing venues, determining menus, scheduling rooms, arranging catering, decorations, securing door prizes, and managing related paperwork for events.
Making travel arrangements, including state car, rental car, airline, and hotel reservations for department personnel.
Taking reservations, providing confirmations for alumni events, creating receipts for payments made, and preparing event materials including RSVP lists, information sheets, and name tags.
Managing event check-ins, tracking attendance in Raisers Edge, collecting alumni contact information and class notes, and taking photos at events.
Completing post-event paperwork and follow-up, including documenting attendance and sending thank you notes.
Managing the University’s Mascot Program, including overseeing student performers, scheduling, and costume maintenance.
Responding to daily correspondence with alumni, internal colleagues, and external stakeholders via email, phone calls, and other channels; managing the alumni email address.
Developing and distributing correspondence regarding events through direct mail, email, and other channels such as Constant Contact, Raisers Edge, and social media.
Overseeing social media content development & channel management across platforms.
Overseeing alumni bulk mailing projects in coordination with the Director and Public Relations colleagues.
Collaborating with A-Stater Magazine staff to ensure alumni pages, class notes, and scrapbook items are included, and providing support with proofreading and editing for accuracy.
Managing incoming class notes from events, online updates from Google alerts, and other correspondence, tracking all information in Raisers Edge.
Maintaining an organized inventory & storage system for alumni marketing items, gifts, door prizes, event supplies, and assets (golf cart), including purchasing items and completing associated paperwork.
Helping maintain the 30,000+ Raisers Edge alumni and donor tracking database, including address research, data cleansing projects, uploading new graduate information, updating alumni contact information and issuing alumni Google email addresses.
Running address labels, reports, and data extractions as needed for events or as requested by the Director.
Working with the Director to organize and train volunteers, including student alumni ambassadors, alumni board, regional chapters, and related groups.
Supervising work study students - including hiring, scheduling, managing timesheets, conducting evaluations, and assigning tasks.
Maintaining an ASU Procurement card and completing required documentation.
Performing additional duties as assigned by the Director to support department initiatives.