Assistant to Alumni & Parent Relations

The Loomis Chaffee School; Windsor (CT); On-site; USD 55,000 - 70,000; Full time

Benefits offered by this job

Medical/Dental/Vision/Life Insurance

Retirement plan

Wellness benefits

Generous vacation/sick/holiday time

Job summary

The Loomis Chaffee School is seeking an Assistant to Alumni & Parent Relations in Windsor, CT, to support the Advancement team with administrative duties and event coordination.

The role involves managing registrations, helping plan Reunion Weekend and signature campus events, and coordinating with Admissions for legacy visits, while maintaining accurate records and delivering strong customer service to alumni, families, and guests.

Qualifications

• Bachelor’s degree required or equivalent work experience.
• Experience in Advancement work and in an independent school setting preferred.
• Proficiency with Microsoft applications and databases; experience with Blackbaud Raiser's Edge, NXT, and GiveCampus preferred.

Responsibilities

• Provide administrative and operational support for an Alumni & Parent Relations team of four members.
• Coordinate and manage end-to-end registration for events, including on-site support.
• Coordinate Reunion Weekend registration, guest services and on-site activities.
• Support signature campus-wide events like Family Weekend and Commencement.
• Assist in visits of legacy applicants during interview season with Advancement colleagues.
• Maintain data and gifts documentation with Advancement Services.
• Receive calls and assist constituents via telephone and email.

Skills

Microsoft Office

Excel

Database experience

Communication skills

Event planning

Multitasking

Customer service

Education

Bachelor's degree

Tools

Blackbaud Raiser’s Edge

Blackbaud NXT

GiveCampus

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Assistant to Alumni & Parent Relations

Full Time - 12 Month Windsor, CT, US

Loomis Chaffee School seeks an Assistant to Alumni & Parent Relations to perform duties that include the management and coordination of a variety of tasks to assist and augment the work of members of the Alumni & Parent Relations team. Furthermore, the Assistant to Alumni & Parent Relations is responsible for various office-wide functions, supporting members of the Office of Advancement.

The position requires interaction with all of the school’s constituencies, including alumni, parents, faculty, and students, as well as other visitors, guests, and vendors of the school.

Key Responsibilities:

• Provide administrative and operational support for an Alumni & Parent Relations team of four members.
• Assist in the preparation, execution, and post-event assessment of all regional and on-campus receptions and events. Contribute to the development and refinement of event concepts, programs, and engagement strategies.
• Manage end-to-end registration process for all events, including processing online and telephone reservations, maintaining database records, producing reports and attendee lists, preparing nametags and event materials and providing on-site support for on-campus and local events. Provide a high level of customer service over the telephone, in written communications and at events. Reconcile event fees and related transactions with the Business Office to ensure accurate and timely reporting.
• Coordinate and manage numerous components of Reunion Weekend, collaborating with campus departments and partners to ensure the successful planning and execution of registration, guest services, and on-site activities.
• Provide support for signature campus-wide events, including Family Weekend and Commencement, coordinating event materials, guest registration, set-up, on-site logistics, and other event-related activities.
• Work with the Admission Office to prepare for visits of legacy applicants during interview season, identifying important connections and effectively communicating with Advancement colleagues ensuring a welcoming experience for prospective alumni families.
• Collaborate with colleagues to determine appropriate memento and recognition gifts for constituents by supporting idea generation, gift delivery and documentation of gifts. Monitor the quantity and variety of gifts in supply.
• Work with the Advancement Services team on regular database maintenance including constituent address updates, data from annual Reunion surveys, and other projects and processes.
• Maintain Advancement Office supply inventory and place orders accordingly.
• Receive calls on Advancement Office telephone line; assist constituents and answer questions.
• Support Advancement Office functions relating to mail procedures, post office standards, and constituent mailings
• Performs other duties as assigned.

Skills & Knowledge

• Proficiency with all Microsoft applications, including Excel and merge applications, as well as experience working with a variety of database systems is required. Experience with Blackbaud’s Raiser’s Edge, NXT,and GiveCampus preferred.
• Detail-oriented approach and the ability to multitask while remaining highly organized;
• Strong planning and implementation skills and the ability to manage competing priorities;
• Have demonstrated ability to work independently and as part of a team;
• Ability and flexibility to provide support for after-hours and weekend events;
• Strong written and verbal communication skills;
• Ability to interact comfortably with a full range of people, from high school students to elderly alumnae and alumni;
• Appreciate and enjoy customer service;

Experience

• Experience in Advancement work and in an independent school setting preferred.

Education

• Bachelor’s degree required and/or equivalent work experience.

This is a full-time position with a competitive and comprehensive benefit and salary package including but not limited to medical/dental/vision/life insurance/disability/retirement/wellness and generous vacation, sick and holiday time.

• medical/dental/vision/life insurance/disability/retirement/wellness
• generous vacation, sick and holiday time

The Loomis Chaffee School is an independent, coeducational boarding/day school located in the historic town of Windsor, Connecticut. The school enrolls 750 students in grades 9-12 and postgraduates and employs 350 faculty and staff. Chartered in 1874, the school provides an academically challenging curriculum within a supportive community that values curiosity, inclusivity, integrity, kindness, and resilience. Need-based financial aid is currently awarded to 32 percent of the student body. Loomis Chaffee does not discriminate against employees on the basis of race, color, religious creed, gender, sexual orientation, national origin, ancestry, age, marital status, or disability. This policy applies to, but is not limited to, admission, financial aid, employment, use of school facilities, and participation in school activities.