What are the responsibilities and job description for the Alumni Relations Program Coordinator position at Dartmouth College?
Position Purpose
To provide administrative, operations, events, and programmatic support to Alumni Relations officers to support alumni and volunteer engagement activities designed to engage alumni, family, and friends of Dartmouth. Programs and events include reunions, homecoming, Dartmouth on Location, Alumni Council, conferences, and other Dartmouth events and special initiatives. Working under the direction of the Alumni Operations Manager, this role also serves as a frontline contact for inquiries, supports Alumni Relations communications, data management and reporting, financial management and volunteer support to ensure the smooth operations of Alumni Relations.
Required Qualifications
- Bachelor’s degree or the equivalent combination of education and experience
- Three years of office experience with a high degree of autonomy in a complex setting
- High level of initiative and strong attention to detail, with ability to maintain flexibility in a changing, fast-paced work environment and to work both independently and as part of a team
- Strong proofreading and writing skills
- Strong communication and interpersonal skills; excellent customer service orientation
- Good judgment and ability to interact with a diverse group of people internal and external to Dartmouth
- Demonstrated proficiency in Microsoft Office and willingness to learn other platforms (Advance, Slate, Qualtrics, HubSpot, Encompass), including database management
- Strong organizational and time management skills, including ability to prioritize projects and work independently
- Strong problem-solving skills with ability to respond to pressures, deadlines, and changes in priorities
- Discretion and confidentiality with donor-related and personal manners.
- Ability to work at occasional events outside of regular business hours.
Preferred Qualifications
- Experience working with volunteers or in a customer service environment
- Financial management experience
- Ability to work in a fast-paced, dynamic environment
FLSA
Non-Exempt
Employment Category
Temporary Full Time
Schedule
Monday through Friday, 8:00 AM – 5:00 PM
Department Contact for Recruitment Inquiries
Cindy Hodgdon Welch
Department Contact Phone Number
603-646-3925
Department Contact for Cover Letter
Cindy Hodgdon Welch, Associate Director of Advancement Business Operations
Contact's Phone Number
603-646-3925
Equal Opportunity Employer
Dartmouth College is an equal opportunity employer under federal law. We prohibit discrimination on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, disability, veteran status, marital status, or any other legally protected status. Applications are welcome from all.
Background Check
Employment in this position is contingent upon consent to and successful completion of a pre-employment background check, which may include a criminal background check, reference checks, verification of work history, conduct review, and verification of any required academic credentials, licenses, and/or certifications, with results acceptable to Dartmouth College. A criminal conviction will not automatically disqualify an applicant from employment. Background check information will be used in a confidential, non-discriminatory manner consistent with state and federal law.
Special Instructions to Applicants
Dartmouth College has a Tobacco-Free Policy. Smoking and the use of tobacco-based products (including smokeless tobacco) are prohibited in all facilities, grounds, vehicles or other areas owned, operated or occupied by Dartmouth College with no exceptions. For details, please see our policy. https://policies.dartmouth.edu/policy/tobacco-free-policy
Additional Instructions
Key Accountabilities
Key Accountabilities
Administrative & Communications Support 40%
- Provides scheduling and administrative support for the organization’s team and projects and other administrative support across the unit as needed. Assists with presentation support, communications, marketing, and mailings.
- Monitors and triages inquiries from email boxes, phone calls, and other channels, ensuring timely and professional responses. Works with the team to meet strategic priorities and support alumni engagement activity. Coordinates responses for volunteers and alumni. Regularly interacts with volunteers and alumni.
- Assists in preparing and formatting materials such as trip itineraries and travel briefings for Alumni Relations officers, and communications to alumni and volunteers.
- Maintains internal documentation and procedures for service delivery processes and best practices.
- Supports execution of alumni communications, including list preparation, formatting, scheduling, and post-distribution or event follow-up. May partner closely with volunteer leads on projects and communications.
Events and Program Support 20%
- Assists in the planning and execution of events and programs including registration tracking, material preparation, name tags, venue booking, supply coordination, travel agenda, expense reporting, event pre-and post-survey distribution, and other event materials. Supports traveler registration and cancellations, mailings, marketing invoicing, ordering, and receiving traveler operator materials, and other related aspects of alumni travel.
- Assists with stewardship activities such as thank-you mailings and volunteer appreciation initiatives.
- Supports communications and materials production for events and programs including reunions, alumni council, admissions ambassador programs, conferences, and other event initiatives.
- Assists with recruiting and managing student workers to support program and operational activities.
Data and Digital Tools Support 20%
- Maintains accurate alumni data in databases and systems such as Advance, Slate, and Encompass.
- Assists with data entry and extracting data from systems for report generation, event uploads and lists, and contact updates. Codes and updates volunteer data and pulls alumni lists and other necessary reports.
- Provides operational support to internal staff and volunteers on digital platforms and tools.
- Responsible for the annual report process for alumni organizations and related data management.
- Works with Advancement and campus partners to manage alumni data.
- Provides tracking and reporting for volunteer engagement metrics and analysis to department leaders and others as needed.
Operational and Financial Support 20%
- Assists with tracking expenses, reconciling budgets, collecting receipts, and preparing documents for business office reporting, including deposits, commissions and insurance payments for Alumni Relations AVP, Directors, and the Dartmouth Alumni Travel program, processing vendor invoices and faculty expense reimbursements, general expense reimbursements, processing payroll and honorariums associated with travel and lifelong learning events.
- Supports compliance-related processes and documentation for program and volunteer groups.
- Facilitates operational support for staff and volunteers, including working with volunteer organizations for communications, programming, data, governance, and other best practices.
Facilitates the annual report process for alumni organizations and related data management. Supports financial-related mailings.
- Interacts with a wide range of internal and external constituents and staff members. Handles confidential information and exercises discretion concerning its disposition.
- Interprets, applies, and explains department and College policies and procedures to internal and external constituents and serves as an initial point of contact for Alumni Relations visitors.
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Demonstrates professionalism and collegiality through actions, interactions, and communications with others appropriate to an environment that is welcoming to all.
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Performs other duties as assigned.
Benefits:
Health Insurance, Vacation & Paid Time Off, Maternity & Paternity LeaveSalary : $29 - $30