Department Coordinator II - Alumni Relations

Bowdoinham Country Store; Portland, Northern (ME, KY); Hybrid; USD 37,000 - 40,000; Full time

Benefits offered by this job

Health insurance

Retirement plan

Life Insurance

Disability Insurance

Paid Time Off

Parental Leave

Gym access

On-campus facilities

Job summary

Bowdoin College seeks a detail-oriented Department Coordinator II - Alumni Relations to support the Vice President and handle administrative tasks, budgeting, and data management for the Office of Alumni Relations. The role involves coordinating events, drafting communications, and working on data-centric projects while maintaining confidentiality.

Responsibilities include Workday-based budgeting, records maintenance, and liaison duties with alumni volunteers, the Alumni Council, and internal

Qualifications

• Two or more years of office experience in a related role.
• Experience with budgets, records, and data management.
• Familiarity with alumni relations databases like Workday or Raiser's Edge NXT is preferred.

Responsibilities

• Support budget management, expense processing, and invoicing via Workday.
• Maintain departmental records, pull data exports to Excel.
• Coordinate events and communications with alumni volunteers.
• Provide front desk support during signature events and special projects.

Skills

Organizational skills

Communication skills

Problem-solving

Writing skills

Education

Associates and/or Bachelors degree

Tools

Workday

Raiser's Edge NXT

Job description

Department Coordinator II - Alumni Relations

Please see Special Instructions for more details.

If selected as a finalist, you will be required to submit information for three references, including name, email address, phone number and how you know the reference.

Title

Title Department Coordinator II - Alumni Relations

Posting Number

Posting Number S01608JP

Department

Department Alumni Relations

Job Summary

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.

The hourly range for this position is expected to be: $26.85-28.85/per hour. Compensation is based on skills and experience.

BENEFITS AND PERKS

• A variety of health insurance plans (Medical – effective date of hire, Vision, Dental)
• Generous Retirement Plan – 10.12% annual compensation contribution (Eligible after 1 year of service and age 26), no match or vesting required!
• Life and Disability Insurance
• Paid Time Off: 10 days of vacation (1st year), 15 days (2nd year), 12 days of personal/sick time ( PTO accruals based on hours worked).
• Paid Parental Leave (Available after one year of service)
• Access to many of the College’s facilities including the gym and pool (Including household members)
• 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.

Applicants must meet the minimum qualifications in this posting to be considered for hire.

Standard Work Days and Hours

• 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.

We regret that Bowdoin College is unable to provide visa sponsorship for staff positions.

Employment at Bowdoin College is contingent upon satisfactory completion of applicable background checks including but not limited to: criminal records, educational verifications, driving records (when job-related), and/or credit history (when job related).

About Bowdoin

Bowdoin embraces diversity in all forms, and the College is home to talented students, faculty and staff—with a variety of racial, ethnic, cultural, and socioeconomic backgrounds; religious beliefs; and gender identities, among other factors. We encourage applications from candidates committed to the support of an inclusive campus community and those who will enrich and contribute to the College’s multifaceted diversity. We value a community in which individuals of all backgrounds are warmly welcomed and encouraged to succeed. Founded in 1794, Bowdoin has maintained its commitment to the liberal arts for well over 200 years. Bowdoin’s reputation as a preeminent liberal arts college rests on the excellence of its faculty, students, and staff; intimate size; strong sense of community; and connections to the people, history, and natural beauty of Maine. Bowdoin’s campus is situated in a beautiful natural setting. Located in Brunswick, Maine, a town of approximately 20,000, the College is a short drive from the Maine coast, twenty-five miles from Portland and 120 miles from Boston.

Shift

Employment Category

Employment Category Full Time Year Round

FTE

FTE 0.94

Benefits Eligible

Benefits Eligible Yes

Pay Type

Pay Type Hourly

Background Check Package Requirements

Background Check Package Requirements Support Staff

Is driving a vehicle (e.g. Bowdoin vehicle or off road vehicle, rental car, personal car) an essential function of this job?

Is driving a vehicle (e.g. Bowdoin vehicle or off road vehicle, rental car, personal car) an essential function of this job? No

Is a pre-placement physical required for this position?

Is a pre-placement physical required for this position? No

Posting Date

Posting Date 10/02/2026

Applications Accepted Until

Open Until Filled No

Type of Posting

Type of Posting Internal/External

Special Instructions to Applicants

If selected as a finalist, you will be required to submit information for three references, including name, email address, phone number and how you know the reference.

EEO Information

Bowdoin College complies with applicable provisions of federal and state laws that prohibit unlawful discrimination in employment, admission, or access to its educational or extracurricular programs, activities, or facilities based on race, color, ethnicity, ancestry and national origin, religion, sex, sexual orientation, gender identity and/or expression, age, marital status, place of birth, genetic predisposition, veteran status, or against qualified individuals with physical or mental disabilities on the basis of disability, or any other legally protected statuses.

Supplemental Questions

Required fields are indicated with an asterisk (*).

• How did you hear about this position?
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• If you answered Employee Referral or Other, please specify here:

  (Open Ended Question)