Department Coordinator

Bowdoin College; Brunswick (ME); On-site; USD 45,000 - 60,000; Full time

Job summary

Bowdoin College's Office of Alumni Relations seeks a Department Coordinator II to support the department's administrative needs, track budgets in Workday, and coordinate alumni volunteers during events like Homecoming and Reunion Weekend.

You will manage records, prepare data reports in Excel, and serve as a front-desk liaison with external stakeholders under the Vice President's direction, while maintaining confidentiality and professionalism.

Qualifications

• High school diploma or GED required.
• Associates or Bachelor's degree preferred.
• Two+ years of office experience with related duties.
• Experience with Workday and alumni databases is a plus.
• Strong written and verbal communication skills.

Responsibilities

• Assist in budget management, including monitoring expenses and reconciling accounts.
• Maintain departmental records and pull data exports into Excel.
• Manage mailings to volunteers and correspondence with alumni volunteers.
• Greet visitors and answer the alumni phone line during signature events.
• Conduct research to support departmental initiatives and decision-making.
• Coordinate departmental events and special projects.
• Perform other duties and special projects as assigned.

Skills

Customer service

Interpersonal communication

Organizational skills

Multitasking

Problem solving

Discretion and confidentiality

Teamwork

Attention to detail

Education

High school diploma or GED

Associates or Bachelors degree

Tools

Workday

Raiser's Edge NXT

Excel

Database management

Job description

The Department Coordinator II is responsible for providing comprehensive support and

coordination for the department. This position involves handling a wide range of

administrative tasks, managing departmental projects, and serving as a liaison between

department members and external stakeholders. The ideal candidate possesses strong

organizational, communication, and problem-solving skills.

Specifically for the Office of Alumni Relations, the coordinator will work the Vice President to support the administrative responsibilities related to process documentation and financial management of the office via Workday, clerical support of the Alumni Council, and events. This position will also independently provide administrative support for a variety of data-centric projects and serve in a hospitality-forward role for signature alumni events on the campus including Homecoming and Reunion Weekend. Strong writing skills and deep attention to detail are required as you will often be representing the office and supporting core workflows of the office. The position reports to the Vice President of Alumni Relations and Information Systems.

ESSENTIAL FUNCTIONS:

• Assist in budget management, including monitoring expenses, processing invoices, and reconciling accounts via Workday.
• Maintain departmental records and files, including organizing and updating documents, reports, and understanding how to build and pull data exports into Excel from our institutional database.
• Manage mailings to volunteers and correspondence with individual alumni volunteers as necessary.
• Greets visitors, answers the alumni phone line during signature events and other related front desk tasks.
• Conduct research and gather information to support departmental initiatives and decision-making.
• Coordinate departmental events and other special projects.
• Perform other duties and special projects assigned by department leadership.

Education/Skills Requirements

Required:

• High school diploma or GED
• Outstanding customer service and interpersonal skills with the proven ability to interact and communicate positively and effectively with all constituents (faculty, managers, coworkers, students, applicants, external customers) and sometimes in stressful situations.
• Must routinely apply basic traits of honesty, integrity, loyalty, and respect for others.
• Excellent written and verbal communication skills.
• Ability to work independently and as part of a team in a busy office setting with regular interruption.
• Exceptional organizational and multi-tasking skills, with great attention to detail, the ability to manage multiple priorities, function well under pressure and meet deadlines.
• Proven ability to use good judgment, be resourceful, as well as proactive in thinking through problems and identifying solutions.
• Strong sensitivity to and ability to maintain confidentiality and use discretion
• working with sensitive material.

Preferred:

• Associates and/or Bachelors degree

Experience Requirements and/or Equivalents

Required:

• Two or more years of prior work experience in an office setting, with emphasis on one or more of the following areas: bookkeeping, record/data coordination, education administration, customer service, patient relations or constituent relations.
• Database Management: Familiarity with managing and maintaining databases, with a particular emphasis on alumni relations databases.
• Office Administration: Knowledge of administrative and clerical procedures and systems such as email communications, budgets, expense reporting, managing records, and general event support.

Preferred:

• Understanding of Higher Education Environment: Knowledge of the workings of a small liberal arts college and its key stakeholders (students, faculty, staff, alumni, and community).
• Working knowledge with complex systems, including Workday and/or Raiser’s Edge NXT.

This position is full-time, year round, 37.5 hours per week (0.94 FTE) working Monday through Friday, 8:30 am to 5:00, with occasional nights and weekends.