"Alumni Engagement Coordinator"

Job Purposes

The Alumni Engagement Coordinator will be responsible for planning official Alumni Association events in support of the Executive Director, staff in alumni relations and annual giving, and the Wright State Alumni Association Board of Directors. This position provides high-level administrative coordination, project support, serves as liaison to alumni, students, university personnel, donors, and friends of the university. This position may supervise student workers.

Required Qualifications

• A Bachelor's degree and three years of progressively responsible administrative experience, OR an Associate's Degree and a minimum of seven years progressively responsible administrative work experience, OR a high school diploma and ten years progressively responsible administrative experience OR an equivalent combination of education and experience.
• Excellent verbal and written communication skills.
• Exceptional organizational and time-management skills.
• Strong analytical and critical thinking skills.
• Proficiency in MS Office Suite, Excel, mail-merges, and Internet-based collaboration tools.
• Must be detail-oriented and organized.
• Effective problem solving and project management skills.
• Ability to think and act independently and work in a fast-paced environment.
• Ability to create and sustain a professional and collaborative work environment.
• Ability to manage multiple priorities with a high level of accuracy and attention to detail.

Preferred Qualifications

PREFERRED EDUCATION AND EXPERIENCE REQUIREMENTS: Experience in higher ed, fundraising or non-profit work. Demonstrated ability to handle confidential information with discretion.

Essential Functions and Percent of Time

Essential Function: Event Coordination (30%)

• Manage, oversee and implement Alumni Association events including alumni awards, volunteer recognition program, annual golf outing, etc.
• Collect/edit information submitted for publishing in the event program, press releases, videos, coordinates all university calendars, etc.
• Liaison with relevant vendors, partner organizations, departments, and/or facilities and ensure event plans adhere to stipulated budget, specifications, policies and standard procedures
• Produce attendee lists for research and dissemination, presidential attendance request forms, etc. Provides reports to the Executive Director, Vice President and the President.
• Provide budget management and fiscal integrity for above mentioned events. With the assistance of the Business Manager, administer and develop event budgets, process business transactions for events, facilitate journal voucher transfers for expenses and sponsored tables, and compile financial reports for events.
• Maintain the master event calendar and collects data on number of attendees.

Essential Function: Volunteer Coordination & Alumni Association Board of Directors (30%)

• Under the direction of the Executive Director, serves as the assistant secretary for the WSUAA Board of Directors; Assist and coordinate the compilation and review of all agendas, scripts, minutes, and all other written materials for committee meetings, executive sessions, and board meetings. Submit necessary minutes to the library archives along with other pertinent documentation.
• Secure locations and make all arrangements for audio/video, catering, workshops, retreats, and travel arrangements.
• Manage calendars and travel arrangements, secures board meeting locations, coordinates catering, customer service, and logistics for Alumni Association assets like the Alumni Grove and Alumni Suite.
• Coordinate alumni volunteer programs such as former board members, alumni mentors (PACK), and student recruitment; Provide communication and scripts to volunteers, maintains a calendar for all volunteer coordination.
• Provide special project support.

Essential Function: Customer Service (30%)

• Manage daily alumni questions/complaints/concerns routes to appropriate office/person.
• Analyze and monitor confidential alumni and donor information. Generates standard and custom reports based on alumni lists, event, volunteer, and donor data.
• Daily interaction with high-level contacts such as Association board members, area business leaders, and university administrators answering questions, coordinating programs and schedules.
• Routinely exposed to sensitive information requiring considerable use of tact, diplomacy, discretion, and sound independent judgement.
• Manage and disseminate the electronic and physical GOLD card mailings again requiring considerable use of tact, diplomacy, discretion and sound independent judgement.

Essential Function: Office Coordination (10%)

• Supervise and train student workers.
• Facilitate facilities maintenance and repair coordination
• Maintain financial and archival files.
• Order office supplies and maintain minimum inventories.

Working Conditions

Position will operate within a typical office setting. Normal hours of operation are Monday through Friday, 8:30 a.m. to 5:00 p.m. Some nights and weekends may be required. To preserve the safety and security of the campus community and to maintain the integrity of university operations, it is the policy of Wright State University making an employment offer contingent on various background checks, such as a criminal record, credit history when job related and/or education verifications. Additionally, an administrative review shall be conducted whenever the university learns that an employee is charged with or convicted of a crime (except for minor vehicle violations). Frequently asked questions related to background checks may be found on the Human resources website at http://www.wright.edu/human-resources. Effective July 1, 2017, per Policy 7230 Wright State University is tobacco-free. Tobacco use, including the sale, advertising sampling and distribution of tobacco products and tobacco related items is prohibited in all university facilities, on all university owned or leased grounds, university owned or operated residence halls and apartments, and at all university sponsored events regardless of location. Tobacco use is also prohibited in all university vehicles or on any equipment owned, leased or operated by Wright State University. This policy applies to anyone on campus including students, faculty, staff, visitors, consultants, vendors, patients, volunteers, and contractor employees.