Department Coordinator II - Alumni Relations

Maine Tasting Center; Virginia (MN); On-site; USD 37,000 - 40,000; Full time

Benefits offered by this job

Health insurance plans

Retirement plan

Life and Disability Insurance

Paid Time Off

Paid Holidays and Special Days Off

Parental Leave

Gym and pool access

Job summary

Bowdoin College in Brunswick, Maine, is seeking a Department Coordinator II for Alumni Relations. You will provide comprehensive administrative support, manage budgets with Workday, and coordinate events such as Homecoming and Reunion Weekend.

You will work closely with the Vice President and staff to maintain records and prepare data exports. The ideal candidate has strong organizational and written communication skills, 2+ years in an office setting, and familiarity with alumni databases.

Qualifications

• Two or more years of office work experience in an environment with budgets, data, and customer service.
• Familiarity with alumni databases and data exports.
• Strong written and verbal communication; ability to maintain confidentiality.

Responsibilities

• Assist in budget management including monitoring expenses and processing invoices via Workday.
• Maintain departmental records and prepare data exports to Excel.
• Coordinate mailings to alumni volunteers and handle front desk tasks during events.
• Support event planning and coordination for signature alumni events.

Skills

Customer service

Interpersonal skills

Communication skills

Attention to detail

Organization

Education

High school diploma or GED

Associates / Bachelors degree

Tools

Workday

Raiser's Edge NXT

Job description

Department Coordinator II - Alumni Relations

Posting Number: S01608JP

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.

Compensation

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 Holidays and Special Days Off: https://www.bowdoin.edu/hr/our-workplace/college-holidays-and-special-days-off.html
• 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)
• Free fitness and wellness classes!
• And more: https://www.bowdoin.edu/hr/benefits-perks/index.html

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.

Standard Work Days and Hours

• This position is full‑time, year‑round (1.00 FTE) working Monday through Friday, 8:30 am to 5:00, with occasional nights and weekends.
• Required weekends: Reunion Weekend, Homecoming Weekend, Fall Volunteer Conference , Spring Volunteer Conference.

Additional Information

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).

Work Location: Brunswick, Maine. College 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.

About Bowdoin

Bowdoin embraces diversity in all forms, and the College is home to talented students, faculty and staffwith 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.

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.

Posting Details

Posting Number: S01608JP

Posting Date: 09/04/2026

Applications Accepted Until: Open Until Filled: No

Employment Category: Full Time Year Round

Benefits Eligible: Yes

Pay Type: Hourly

Background Check Package Requirements: Support Staff

Pre-placement physical required for the position: No