"Alumni Engagement Office Coordinator"

Alumni Engagement Office Coordinator

College of the Holy Cross

Full Time JREQ-000159

At Holy Cross, we are focused on creating a world-class workforce by attracting and retaining employees dedicated to fostering a culture of professionalism, pride, mutual trust, and respect-one that values appreciation and recognition, empowering each of us to flourish both individually and collectively. We seek candidates who are inspired by our mission and values, and who are eager to make a meaningful difference on our campus. Learn more about Life at Holy Cross here.

Job Description

Reporting to the Senior Director of Alumni Engagement, 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 Office of Alumni Engagement 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. 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 updates 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.
• Fluency with Microsoft and Google Suite for document and spreadsheet management
• Strong sense of the mission of the College

Technical Specifications include:

• Affiniquest (Salesforce-based CRM)
• Hubspot
• Blackthorn
• Workday

Salary: The hourly range for the Alumni Relations Office Coordinator, non exempt position is $22.50-$23.50 per hour.

Weekly Hours: 40

Application Instructions

For all administrative and academic positions, please upload a current resume and cover letter. In your cover letter, please reflect on how your professional and personal values align with the Mission of the College.

For all other positions, resume and cover letters are optional, but your most up-to-date work experience and educational background are required.

Applications will be accepted until the position is filled. However, priority consideration will be given to applications submitted within 30 days of the posting date.

Additional Information

To review our generous benefits options, please review our detailed information here or check out our Benefits at a Glance.

The College also provides reasonable accommodations to qualified individuals with disabilities during the hiring process in compliance with law. Please contact Human Resources for questions or to request an accommodation via email at hr@holycross.edu, or by calling 508-793-3391.

The College is an Equal Employment Opportunity Employer and complies with all Federal and Massachusetts laws concerning Equal Opportunity in the workplace.