Alumnae Relations Coordinator

Oakcrest School; Vienna (VA); On-site; USD 53,726,400 - 62,680,800; Part time

Job summary

Oakcrest School is seeking an Alumnae Relations Coordinator to support the Office of Institutional Advancement. This part‑time role (approximately 20–29.99 hours per week) will engage alumnae and parents, coordinate events, and manage communications to strengthen school engagement and philanthropy.

The role requires a Bachelor’s degree, excellent written and verbal communication, Windows Word/Excel proficiency, and the ability to handle confidential information with discretion.

Qualifications

• Bachelor’s degree required.
• Strong written and communications skills.
• Working knowledge of Word and Excel.
• Ability to articulate Oakcrest’s mission in a compelling way.
• Excellent interpersonal skills with alumnae and alumnae parents.
• Ability to multi-task and inspire alumnae to participate and be philanthropic.
• Discretion and confidentiality must be maintained.

Responsibilities

• Oversee Oakcrest Alumnae Association volunteers and events (Founders Day, Alumnae Tea, College Fair, Alumnae Brunch, Thankathons).
• Maintain alumnae contact and engagement; invite participation and financial support.
• Oversee and organize the Alumnae Association; set goals and track actions.
• Maintain Alumnae data in Core Database; ensure accuracy.
• Organize and execute alumnae communications (Annual Fund, monthly newsletter, social pages).
• Support events with volunteers, messaging, and logistics (Homecoming reunions, teas, spirit week, mother-daughter brunch).
• Assist with invitations, program design, and digital photo catalogs.
• Perform other duties as assigned.
• Handle physical tasks up to light/heavy items as needed.

Skills

Strong written communication

Alumnae relations

Event coordination

Education

Bachelor's degree

Tools

Microsoft Word

Microsoft Excel

Job description

Reports To: Director of Institutional Advancement

Status: Approximately 20–29.99 hours per week

Compensation: The anticipated hourly compensation range for this position is $30.00–$35.00 per hour, depending on qualifications, experience, and scheduled hours. This is an hourly, non-exempt position eligible for overtime compensation in accordance with applicable federal and state wage and hour laws.

Benefits Eligibility: This position is eligible to participate in Oakcrest’s 403(b) retirement savings plan, subject to the terms and conditions of the plan. Due to the part‑time nature and scheduled hours of this position, it is not eligible for health insurance, dental insurance, vision insurance, paid time off, or other employee benefits offered to eligible full‑time employees.

Minimum Position Requirements: Bachelor’s degree required. Strong written and communications skills. Working knowledge of Microsoft Word and Excel. Ability to articulate the mission and philosophy of the school in a compelling way. Excellent interpersonal skills especially with alumnae and alumnae parents. Ability to multi-task and inspire alumnae to participate in school events and be philanthropic with Oakcrest. Sound judgment, discretion and confidentiality must be maintained at all times.

Position Summary: The Alumnae Relations Coordinator will have the opportunity to grow in their understanding of independent school alumnae relations while working with top professionals in that field. They will be an integral part in growing and strengthening the ongoing engagement with Oakcrest’s over 1100 active alumnae. The Alumnae Relations Coordinator will work closely with the Director of Institutional Advancement to support the work of the Alumnae Relations Office through clear communications, alumnae centered cultivation in a diligent and organized manner. This person will help the Alumnae Relations Office reach challenging goals within an agreed upon timetable in a dynamic, mission driven and cheerful environment.

Supervisory Responsibilities: Responsible for overseeing volunteer members of the Oakcrest Alumnae Association as well as the following events: Founders Day Reunions, Alumnae Tea and College Fair, Alumnae Brunch, Thankathons and smaller engagement events.

• Maintain contact with alumnae, class captains, etc. in order to build up their connection with the school. Invite them to become more involved by attending Oakcrest events, giving of their time to speaking/mentoring/volunteering and financial support to the school.
• Bolster contact and engagement with alumnae parents by increasing their involvement in the school, encouraging giving, and encouraging their attendance at parent events.
• Oversee and organize the Oakcrest Alumnae Association (OAA). Help set goals for the Committee and follow up on action items.
• Maintain and update accurate Alumnae Contact Information in Core Database.
• Organize and Execute Alumnae Communications including Annual Fund, Monthly Newsletter, Alumnae Fire, Alumnae Facebook and Instagram pages.

Events Support Responsibilities:

• Organize, gather volunteers and provide messaging for Alumnae events. Events include: Class Reunions during Homecoming Weekend, Alumnae Tea, Alumnae Spirit Week, Alumnae Mother-Daughter Brunch.
• Manage inventory of event supplies
• Work with Facilities team as directed by supervisor
• Assist with invitation and program design
• Assist with creation of digital catalog of event photos

Other duties: The incumbent may be required to perform other duties as assigned within the broad scope of duties assigned above.

Physical Requirements: This position involves a small level of physical activity. While performing assigned duties, the incumbent may be required to transport heavy materials and equipment weighing 10+ pounds.

This job description reflects management’s assignment of essential and other functions. It does not prescribe or restrict the specific tasks that may be assigned.

Qualified applicants should send a cover letter, resume, and a list of at least three current professional references to: [e-mail] with 'Alumnae Relations Coordinator' in the subject line of the email.