Alumni Engagement and Annual Giving Coordinator

Job Details

DePauw University is an Equal Employment Opportunity Employer: Women, members of underrepresented groups, and persons with disabilities are encouraged to apply. Position will remain open until filled.

This position is not eligible for immigration sponsorship at this time.

The Alumni Engagement and Annual Giving Coordinator is a critical addition to the team, enabling the university to meet its strategic goals of increasing alumni engagement and strengthening philanthropic support. By providing dedicated administrative support, this role will enhance the operational efficiency of two key areas, Alumni Engagement and Annual Giving, ensuring these functions can scale to meet the growing needs of our alumni and donor base.

The Alumni Engagement and Annual Giving Coordinator plays a critical role in supporting the Alumni Office by providing general administrative assistance, internal events scheduling, reporting, tracking and record updates, ensuring a welcoming experience for alumni and other stakeholders. This role requires strong organizational and interpersonal skills to maintain relationships with alumni and facilitate meaningful engagement with the university community.

ESSENTIAL FUNCTIONS

• Serve as administrative support for the Alumni Engagement and Annual Giving offices. Provide general administrative support for the Associate Vice President of Alumni Engagement and Annual Giving, the Senior Director of Development and Alumni Engagement Strategic Operations, the Director of Annual Giving Programs, as well as the Alumni Association Boards of Directors, Athletic Hall of Fame Board of Directors, and other advisory boards.
• Manage office communications with on- and off-campus constituencies by phone and email.
• Manage a variety of data maintenance tasks to ensure integrity of alumni and giving records.
• Position also assists the monitoring and reconciliation of department budgets and the office credit card, ordering office supplies and other duties as assigned.

Key Responsibilities

• Administrative Support: Provide primary administrative support to the Offices of Alumni Engagement and Annual Giving, and serve as the point of contact for alumni inquiries, managing office email accounts and responding promptly to phone and email communications. Internal meeting scheduling, communication(s) and follow-up.
• Event Assistance: Support for stakeholder events including communications assistance, registrations, name tag creation, and preparing materials for both on-campus and off-campus gatherings. Document alumni feedback and updates in databases to maintain accurate records and measure engagement within the Alumni Engagement Framework. Update and distribute monthly dashboard reports on attendance, giving trends, and alumni engagement using existing data and templates.
• Alumni Communications: Respond to alumni inquiries regarding events, online portals, and other resources. Review and comment for editorial clarity on AE/Annual fund communications as a part of the team approval process.
• Database and Reporting: Serve as the primary data entry for updating tracking alumni engagement and event metrics across CRM platforms (Millennium, Blackbaud, IModules, GiveCampus, etc.).
• Donor and Alumni Recognition: Maintain a multi-year inventory of recognition items, track honoree details, and serve as the point of contact for annual reordering.
• Financial and Logistical Support: Reconcile weekly revenue from event registrations and alumni-related activities, assisting with credit card reconciliations and budget tracking.
• Office Operations: Oversee daily office functions, ensuring smooth operations and coordination with campus partners.

POSITION QUALIFICATIONS

High School Graduate or General Education Degree (GED) required. Associate’s degree preferred. Minimum of two years office experience required, with web authoring and CRM experience preferred. Experience with Microsoft Office software, Google platforms and web authoring software required.