Program Specialist 2

The Evergreen State College Portal•Olympia, WA

About The Position

Essential Functions Alumni and Donor Engagement (35%) With leadership from the Associate Director, assist in planning, promoting, delivering, and assessing monthly and annual alumni programs, services, and events that build connections between alumni and the College. Support alumni locally and nationally in building relationships with one another and with the Alumni Office; serve as a liaison between alumni and the College by facilitating connections among alumni, students, faculty, and staff. Track alumni information in a relational database (Raiser’s Edge), including regular input, updates, and data extraction. Respond to alumni inquiries and requests via phone, email, and other channels. Assist alumni in accessing College services, such as registration and records, the library, and the Recreation Center. Support the Community Giving team in achieving annual stewardship and solicitation goals by making phone calls, sending personalized notes and emails, and updating constituent records; build rapport using provided contact information and scripts, gather demographic updates, and secure small gifts for Annual Giving campaigns, referring donors to appropriate staff as needed. In collaboration with colleagues, maintain the alumni web presence as a dynamic, engaging, and valuable tool for connecting alumni with the College and each other. Prepare presentations and represent Alumni Programs and Advancement in various settings. Promote and coordinate opportunities for alumni to volunteer in College activities, such as board service, event hosting, and campus support. Adhere to established policies, procedures, and operational methods. Hire, train, supervise, and lead student, temporary, and/or volunteer workers as needed. Event Planning and Coordination (40%) Plan, coordinate, and execute a wide range of events, including alumni, development, Presidential, board, college-wide, and regional events, both on and off campus. Serve as a key planner for major events, such as Return to Evergreen, Commencement receptions, the Art of Giving Gala, and others. Assist in the planning, coordination, and evaluation of a portfolio of President’s Office events, collaborating with the President’s Office as needed to ensure successful execution. In partnership with the Associate Director, develop, coordinate, and maintain a comprehensive calendar of events. Build and manage detailed timelines and checklists; provide regular updates to the Associate Director and Associate Vice President for Constituent Engagement. Coordinate all event logistics, including printed materials, audiovisual services, interpreters, catering, permits, decorations, parking, security, entertainment, speakers, media coverage, mailings, and on-site setup. Manage event budgets by making purchases, seeking pre-approval for expenses above set limits, maintaining financial documentation, reconciling expenditures, and resolving billing issues. Collaborate with internal and external partners, including vendors, organizations, and guests to resolve issues and ensure successful, high-impact events. Use surveys, attendance data, and other tools to evaluate event outcomes and inform future planning; identify and recommend areas for improvement. Arrange logistics for speakers and special guests as needed. In consultation with the Associate Director, generate guest and communications lists for approval; manage invitations and track RSVPs. Use Raiser’s Edge and web-based tools to manage event registrations, build event pages and forms, and make content updates. Coordinate invitations to campus events hosted by other offices. Run errands as needed to support event execution. Handle last-minute changes with professionalism and tact to ensure smooth event delivery. Alumni and Event Communications (15%) Create, refine, and distribute engaging alumni and event communications, including email campaigns, social media, direct mail, presentations, impact reports, and event materials. Write and edit compelling alumni and event-based communications; meticulously proofread and edit communications for clarity, grammar, punctuation, and tone. Develop and coordinate targeted email campaigns using mass marketing platforms; monitor performance metrics (e.g., open and click-through rates) to evaluate effectiveness and improve strategies. On behalf of the Associate Director, submit data requests and coordinate list reviews to support promotional and outreach efforts. Develop and maintain webpages for the Evergreen Alumni Network and events, ensuring content accuracy, user-friendly design, and alignment with institutional branding. Collaborate with Advancement and Marketing and Communications teams to align messaging and achieve strategic goals. Volunteer Engagement (approximately 10%) Actively identify, recruit, train, lead, and steward volunteers for various events. Establish expectations and write and/or maintain volunteer policies and procedures for events as needed, including briefings and other instructional documents. Monitor, support, and motivate volunteers; in collaboration with staff leadership, address volunteer personnel issues, as needed. Maintain records and submit required personnel actions.

Responsibilities

Assist in planning, promoting, delivering, and assessing monthly and annual alumni programs, services, and events.
Support alumni locally and nationally in building relationships with one another and with the Alumni Office.
Serve as a liaison between alumni and the College by facilitating connections among alumni, students, faculty, and staff.
Track alumni information in a relational database (Raiser’s Edge), including regular input, updates, and data extraction.
Respond to alumni inquiries and requests via phone, email, and other channels.
Assist alumni in accessing College services, such as registration and records, the library, and the Recreation Center.
Support the Community Giving team in achieving annual stewardship and solicitation goals by making phone calls, sending personalized notes and emails, and updating constituent records.
Build rapport using provided contact information and scripts, gather demographic updates, and secure small gifts for Annual Giving campaigns, referring donors to appropriate staff as needed.
Maintain the alumni web presence as a dynamic, engaging, and valuable tool for connecting alumni with the College and each other.
Prepare presentations and represent Alumni Programs and Advancement in various settings.
Promote and coordinate opportunities for alumni to volunteer in College activities, such as board service, event hosting, and campus support.
Adhere to established policies, procedures, and operational methods.
Hire, train, supervise, and lead student, temporary, and/or volunteer workers as needed.
Plan, coordinate, and execute a wide range of events, including alumni, development, Presidential, board, college-wide, and regional events, both on and off campus.
Serve as a key planner for major events, such as Return to Evergreen, Commencement receptions, the Art of Giving Gala, and others.
Assist in the planning, coordination, and evaluation of a portfolio of President’s Office events, collaborating with the President’s Office as needed to ensure successful execution.
Develop, coordinate, and maintain a comprehensive calendar of events.
Build and manage detailed timelines and checklists; provide regular updates to the Associate Director and Associate Vice President for Constituent Engagement.
Coordinate all event logistics, including printed materials, audiovisual services, interpreters, catering, permits, decorations, parking, security, entertainment, speakers, media coverage, mailings, and on-site setup.
Manage event budgets by making purchases, seeking pre-approval for expenses above set limits, maintaining financial documentation, reconciling expenditures, and resolving billing issues.
Collaborate with internal and external partners, including vendors, organizations, and guests to resolve issues and ensure successful, high-impact events.
Use surveys, attendance data, and other tools to evaluate event outcomes and inform future planning; identify and recommend areas for improvement.
Arrange logistics for speakers and special guests as needed.
Generate guest and communications lists for approval; manage invitations and track RSVPs.
Use Raiser’s Edge and web-based tools to manage event registrations, build event pages and forms, and make content updates.
Coordinate invitations to campus events hosted by other offices.
Run errands as needed to support event execution.
Handle last-minute changes with professionalism and tact to ensure smooth event delivery.
Create, refine, and distribute engaging alumni and event communications, including email campaigns, social media, direct mail, presentations, impact reports, and event materials.
Write and edit compelling alumni and event-based communications; meticulously proofread and edit communications for clarity, grammar, punctuation, and tone.
Develop and coordinate targeted email campaigns using mass marketing platforms; monitor performance metrics (e.g., open and click-through rates) to evaluate effectiveness and improve strategies.
Submit data requests and coordinate list reviews to support promotional and outreach efforts.
Develop and maintain webpages for the Evergreen Alumni Network and events, ensuring content accuracy, user-friendly design, and alignment with institutional branding.
Collaborate with Advancement and Marketing and Communications teams to align messaging and achieve strategic goals.
Actively identify, recruit, train, lead, and steward volunteers for various events.
Establish expectations and write and/or maintain volunteer policies and procedures for events as needed, including briefings and other instructional documents.
Monitor, support, and motivate volunteers; in collaboration with staff leadership, address volunteer personnel issues, as needed.
Maintain records and submit required personnel actions.