Alumni Relations Office Coordinator

College of the Holy Cross
paid time off
United States, Massachusetts, Worcester
1 College Street (Show on map)
Oct 29, 2024
Alumni Relations Office Coordinator College of the Holy Cross Description Reporting to the Senior Director of Alumni Relations, this Office Coordinator full-time non-exempt position supports a team of seven 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, regional clubs program, Homecomings, career programming, affinity groups, Alumni Travel program, Continuing Education Day and special events. Major Areas of Responsibility Represent the Alumni Relations Office 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. 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. Manage high volume schedule of email communications for Alumni Relations. Manage content and creation of alumni benefits electronic newsletter. Compose text and design emails using email marketing tool. 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 Relations' liaison for technical support to vendor. Attend training and support sessions for the product. Manage office and individual staff procurement cards as well as vendor reimbursements. Produce condolence letters on a scheduled basis. Process and deposit all cash receipts for programs. Maintain attendance list of alumni/guests and ensure appropriate coding in database. Produce alumni profiles of event attendees. Create event nametags. Ensure accurate and timely update for online events calendar. Respond to alumni travel inquiries, process and coordinate registrations and maintain a list of alumni travelers. Develop office procedures and update regularly. Prepare and maintain all Alumni Association meeting, committee and organizational documents, notices and records. Manage logistical and dining services needs for Association meetings and events. Staff registration table at events. Minimum Qualifications Bachelor's degree preferred 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. Expertise in the functional use of Excel, Word, Google Docs & Forms. Strong sense of the mission of the College Technical Specifications include: iModules (Anthology) Ellucian Advance Jasper Drupal ChromeRiver Additional Information:This is a full-time, non-exempt position. The College is committed to providing competitive market pay for its employees. The College also offers a competitive benefits package for full-time staff, including: Defined Contribution Pension Plan Tuition & Education benefits Wellness programs & ongoing Training and Development opportunities Generous paid time off The College is an Equal Employment Opportunity Employer and complies with all Federal and Massachusetts laws concerning Equal Opportunity and Affirmative Action in the workplace.To review our Employee Benefit Options, please go to: https://www.holycross.edu/human-resources/benefits. The College also provides reasonable accommodations to qualified individuals with disabilities during the hiring process in compliance with law. Please contact Merrilee Grenier, Senior Associate Director of Employee Relations and Legal Compliance, for questions or to request an accommodation via email at mgrenier@holycross.edu, or by calling 508-793-3957. In your cover letter please address how your work might support the College's commitment to inclusive excellence (https://aspire.holycross.edu/inclusive-excellence). Please provide examples of how you have integrated diversity, equity, inclusion and belonging into your past work. For more information, please visit http://holycross.edu/diversity.Review of applications will begin as received and continue until the position has been filled. To apply, please visit: https://jobs.jobvite.com/holycross/job/oRjKufw8 jeid-564db221cfc813428b846768b6d5048f