Alumni Engagement Coordinator

Macalester College; United States; Hybrid; USD 32,000 - 33,000; Full time

Benefits offered by this job

Retirement plan

Vacation & holidays

Insurance package

HSA contribution

Tuition assistance

Free primary care

Fitness facility access

Job summary

Macalester College is seeking an Alumni Engagement Coordinator to support the team with administrative duties in a fast-paced environment. This role serves as the first point of contact for Alumni inquiries, oversees student workers, coordinates communications, and helps maintain office systems to keep programs moving smoothly.

The position is full-time with a weekly hybrid schedule: remote Mondays and Fridays, in-office Tuesdays through Thursdays, with typical hours 8:30am–4:30pm.

Qualifications

• 1–3 years of administrative experience.
• High school diploma required; Associate’s or Bachelor’s degree preferred.
• Strong attention to detail and organization; ability to juggle multiple projects/s events.

Responsibilities

• Owns the daily rhythm of the Alumni Engagement office and supports meetings and materials.
• Provides logistical support for events and manages invitations, registration, and on-site tasks.
• Handles initial Alumni inquiries via email/phone and routes to the right staff.
• Supports Alumni Council and communications activities, including newsletters and social media.
• Recruits, hires, trains, and supervises student workers; assists with budget tracking and office tasks.

Skills

Administrative experience

Communication skills

Time management

Education

High school diploma

Associate’s or Bachelor’s degree preferred

Tools

Microsoft Office Suite

Google Workspace

Fundraising software

Social media platforms

Broadcast emails

Job description

Overview

The Alumni Engagement team at Macalester College is seeking an Alumni Engagement Coordinator to support the team with administrative duties. This position works in a fast-paced environment and serves as the first point of contact for Alumni and other inquiries, as well, oversees student workers. Macalester's Alumni Engagement team creates compelling opportunities for alumni to connect with each other and the college. We value collaboration, communication, time-management skills, and creativity. This position is full time 38.75 hours with a weekly hybrid schedule (Monday and Friday remote Tuesday, Wednesday, and Thursday in office) with business hours typically from 8:30am-4:30pm.

Responsibilities & Qualifications

• Alumni Engagement Administrative Support: Owns the daily rhythm of the Alumni Engagement office so the team can focus on its goals: anticipating needs before they become requests, spotting upcoming deadlines, prepping materials ahead of time, and flagging issues early. Builds, documents, and improves the processes the office runs on, so work is consistent and easy to hand off. Manages projects as assigned, including data entry, report generation, and meeting support for internal and external groups. Serves as the first point of contact for Alumni Engagement inquiries and communications. This includes customer service such as responding to Alumni emails and phone calls, routing inquiries to the right colleague, and ensuring nothing falls through the cracks. Performs other administrative support duties as needed.
• Events Administrative Support: Provides logistical support for Engagement events including 50th Reunion, committee meetings, regional and local events, etc. Manages behind-the-scenes event work: invitations, online registration forms, event packets, on-site support, and post-event follow-up with staff and attendees. Works with the Associate Director of Alumni Engagement for Regional Programs to track the events calendar and ensure all supplies and logistics are completed in a timely manner. Initiates communications for events and coordinates the monthly email newsletters. Supports Reunion with Award recognition, 50th programs, supply ordering, and campus volunteer coordination. Performs other event administrative support duties as needed.
• Communications Support: Owns the monthly alumni email newsletter from planning through send. Runs Alumni Engagement's social media accounts, including creating a content calendar and providing regular updates Keeps the alumni website current and accurate. Directs the student office assistants who help keep social media and the website up to date. Initiates communications and invitations for events.
• Alumni Council Support: Supports the administrative needs of the Alumni Council meetings including virtual and retreat meeting preparations, calendaring, and communications, etc. Serves as a staff liaison to the Communications Committee working with them to support contributions to social media and newsletters.
• Student Management: Recruits, hires, trains, and supervises student workers. Directs student work on research, office inventory, and event supplies creation Trains and supports on creating communications, social media posts, and other creative projects.
• Staff Support: Reconciles budgets, credit card purchases, and tracks expenses. Keeps track of calendar and timelines to support the work of the Alumni Engagement team Supports the Director of Alumni Engagement with day to day office tasks and special projects, including but not limited to scheduling, communicating, and coordinating logistics for meetings as well as preparing supporting materials for work and meetings. Supports the AVP for Engagement with office tasks and special projects, including but not limited to scheduling, communicating, and coordinating logistics for meetings, preparing information that supports work and meetings.

Qualifications

1-3 years of administrative experience. High school diploma required. Associate’s or Bachelor’s degree preferred. Strong attention to detail and organization skills; ability to juggle multiple projects/events simultaneously. Ability to use databases and all forms of electronic communications. Ability to review and analyze data to produce reports. Ability to handle multiple projects and priorities at the same time in a busy, demanding environment. Experience with Microsoft Office Suite, Google Business Suite, fundraising software, social media platforms and broadcast emails. Experience with volunteers and higher education is helpful. An appreciation for the value of a liberal arts education, the ability to work respectfully with sensitive and confidential information and to build positive, professional relationships. Ability to occasionally work evenings and weekends for campus events and board meetings.

Satisfactory completion of a criminal background check is a condition of employment.

Compensation

USD $23.19-$24.25 hourly

Benefits

• 10% employer contributions to the retirement plan.
• Outstanding vacation and sick time packages, plus an additional 10 holidays.
• Competitive health, dental, vision, and life & disability insurance
• Generous employer contribution to Health Savings Account.
• Tuition assistance which pays between 75% - 90% of eligible tuition for employee dependents at select institutions.
• Free primary care for most services through Nice Healthcare when enrolled in a Macalester health plan.
• Access to the athletics fitness facility, wellness coaching, and activities.

Bargaining units may have slightly different benefits negotiated in their contracts.

Please see applicable contracts for more details.

Equal Opportunity Employment

Macalester College does not discriminate on the grounds of sex, gender identity, race, color, national origin, age, religion, creed, disability, marital status, familial status, pregnancy, genetic information, membership or activity in a local human rights commission, veteran status, sexual orientation, status with regard to public assistance, or other categories protected by law.

Macalester College does not discriminate on the grounds of sex, gender identity, race, color, national origin, age, religion, creed, disability, marital status, familial status, pregnancy, genetic information, membership or activity in a local human rights commission, veteran status, sexual orientation, status with regard to public assistance, or other categories protected by law.

Employer Information

Macalester College is an intentional community of thinkers and doers that brings together more than 2,000 curious, motivated students representing over one hundred countries and a wide breadth of lived experiences. As an internationally recognized small liberal arts college located in St. Paul, Minnesota, our focus on academic distinction, social justice, and global citizenship prepares students to create a more just and peaceful world. The college's strategic plan equips our community with a clear road map for the future, and the progress we're shaping together builds on our longstanding mission and values. At Macalester, employees engage in people-centered work and gain career-defining experience. Drawing on a holistic lens, we are committed to a respectful and supportive work environment. We facilitate professional learning and growth for all employees, and we recognize employee well-being as necessary and important, demonstrated in generous comprehensive benefits and wellness programs. We value a diverse community representing all backgrounds and perspectives, and encourage applicants from all sexualities, races, ethnicities, national origins, cultures, socio-economic backgrounds, genders, religions, abilities, and ages. Macalester College does not discriminate on the grounds of sex, gender identity, race, color, national origin, age, religion, creed, disability, marital status, familial status, pregnancy, genetic information, membership or activity in a local human rights commission, veteran status, sexual orientation, status with regard to public assistance, or other categories protected by law. For additional information, see Macalester College's full Notice of Nondiscrimination.