Alumni Engagement Coordinator

The Hotchkiss School; Lakeville (CT); On-site; USD 45,000 - 65,000; Full time

Job summary

The Hotchkiss School is seeking a full-time Alumni Engagement Coordinator to support events and programs for alumni. This role requires coordination with various stakeholders and meticulous planning to ensure successful events.

Responsibilities include managing event logistics, data entry, and maintaining supplies. The ideal candidate will possess strong organizational and customer service skills, along with experience in event planning and proficiency with tools like Microsoft Office and Raiser's Edge software.

Qualifications

• Bachelor's degree or a combination of education and work experience in a related field.
• Strong customer service skills, organizational skills, and attention to detail.
• Prior experience using Microsoft Office, Google Suite, scheduling software, and database management.

Responsibilities

• Supports planning and implementation of Alumni Engagement events.
• Maintains event materials and inventory.
• Manages event records and data entry for data changes.

Skills

Customer service skills

Organizational skills

Event planning

Communication skills

Education

Bachelor's degree or equivalent experience

Tools

Microsoft Office

Google Suite

Raiser's Edge

Job description

The Hotchkiss School
11 Interlaken Road
Lakeville, CT 06039, USA

Reports to: Director of Alumni Engagement

Schedule: Full-time/calendar year; some evening and weekend work required

Designation: Staff

Travel: Rare

POSITION SUMMARY

Responsible for supporting events and programs designed to engage and inform Hotchkiss alumni and constituents about the School today. The Alumni Engagement Coordinator is expected to work collaboratively with the Director of Alumni Engagement, other members of the Alumni Engagement team, Alumni and Development Office colleagues, on‑campus community members, and alumni volunteers. The Alumni Engagement Coordinator provides vital administrative and programmatic support for all Alumni Engagement events. The successful candidate enjoys collaborating with a wide variety of School constituents, is detail‑oriented, a meticulous planner, self‑motivated, and enjoys problem‑solving.

DUTIES AND RESPONSIBILITIES

Events and Programs

• Provides planning and implementation support for all Alumni Engagement events.
• Maintains a small portfolio of events for which they are the "lead" organizer, responsible for budgeting, planning, implementation, and post‑event closure.
• Orders support materials for all events and meetings. Maintains an accurate inventory of supplies.
• Produces nametags, meeting information packets, nameplates, and registration lists.
• Is the primary point of contact for external customer service inquiries regarding events and programs.
• Working closely with Advancement Services, manages all aspects of event records in the database, including the dissemination of event registrant lists to the Alumni and Development Office and the coding of attendees.
• Back‑end website content management, including calendar postings, event registration pages, and the addition of registrant names for reunion, etc.

Mailings

• In collaboration with team members, coordinates event invitation mailings for small to medium events, including creating labels, folding, stuffing, sealing, and labeling, in adherence with campus Post Office procedures.
• Mail gifts to new parents, send condolence letters to classes and the families of the deceased, and thank‑you gifts to volunteers.
• Orders, wraps, makes note of, and mails all thank‑you gifts to volunteers.

Data Entry and Reports

• Ensures that Advancement Services is aware of volunteer coding changes for alumni as they engage with the School.
• Enters their own interactions with constituents into Raiser's Edge.
• Requests data export reports to support requests from alumni, inform the creation of programming, and for event invitations.
• Disseminates data changes resulting from event registrations.

Additional duties and responsibilities as needed or assigned.

SKILLS AND EXPERIENCE REQUIRED

• Bachelor's degree or a combination of education and work experience in a related field.
• Strong customer service skills, organizational skills, and attention to detail.
• The ability to manage multiple open tasks and projects.
• Event planning and customer service experience.
• Prior experience using Microsoft Office, Google Suite, scheduling software, and database management. Knowledge of Raiser's Edge software is a plus.
• Must be a team player with excellent communication skills, ability to make decisions independently, strong interpersonal skills, and a keen sense of how to prioritize duties.
• Must maintain strict confidentiality of information.

PHYSICAL REQUIREMENTS TO PERFORM THE ESSENTIAL FUNCTIONS

• Work is conducted primarily in an office environment.
• At events, a significant amount of time standing/walking.
• Occasional bending, reaching, stooping.
• Repetitive motion (use of computer keyboard).
• Periodic need to carry boxes (up to 50 lbs), move tables and chairs, hang signs, and other similar tasks for events.

EEO STATEMENTS

The essential functions and basic skills have been included. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This position description is subject to change at any time.

The Hotchkiss School is an equal opportunity employer and is committed to basing judgments concerning the employment of individuals upon their qualifications and abilities. The School is firmly committed to equal employment and advancement opportunities for all employees and applicants in all phases of the employment process (including recruitment, hiring, assignment, terms and conditions of employment, compensation, benefits, training, promotion, transfer, discipline, and termination).

In accordance with applicable law, the School does not discriminate against any individual based on age, ancestry, color, genetic information, learning disability, marital status, past or present history of mental disability, national origin, physical disability, race, religious creed, sex, pregnancy, sexual orientation, gender identity or expression, veteran status, or any other protected characteristic.

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.