Alumni Connections Coordinator

Job Overview:

Reporting to the Chief Alumni Officer, this position serves as the first point of contact for Wheaton College's alumni and parent engagement efforts. This includes email and telephone communication with constituents; hospitality; special projects; and general assistance to the team as we work to develop and maintain lasting relationships with alumni and parents. Working in the historic offices of the former home to Wheaton College presidents, this position is required to work two reunion weekends (Homecoming and Alumni Weekend) and three Alumni Association Board weekends annually. This is a full-time position and pays $22-$24/hr.

Duties and Responsibilities:

• Graciously and professionally answers emails to the general alumni in-box and phone calls; uses database to research constituent information; transmits data changes (new addresses, births, marriages, deaths) to Advancement Services department.
• Welcomes guests to Westgate, the home of the Alumni Association, and directs queries to appropriate team members or colleagues around campus.
• Creates a warm, inviting space for guests and colleagues through upkeep of Westgate front office and kitchen; submits work orders when necessary.
• Assists the Administrative Assistant with administration of three weekend meetings of the Alumni Association Board of Directors.
• Manages annual Alumni Missionary Book Mailing by suggesting book titles, communicating with publishers, and working closely with Chief Alumni Officer and President's office.
• Assists with planning and organizing distinguished alumni award events, including communicating with award recipients, booking space, working with caterer and florist, choosing decorations, managing RSVPs.
• Assists team members with special projects and events during busy seasons.
• Keeps accurate and orderly inventory of office materials, yearbooks, magazines, and promotional items. Coordinates special communication with alumni, including wedding cards, condolence notes, and new baby certificates.

This job description is intended to represent key areas of responsibilities; specific assignments may vary from time to time, and other duties may be assigned.

Qualifications:

• 1-3 years administrative experience
• Wheaton alumnus/a preferred
• Proven track record in customer service, administration, and/or project management
• Excellent interpersonal, communication, and organizational skills
• High attention to detail and ability to manage multiple tasks in a fast-paced environment
• Skilled with Microsoft Office Suite
• Typing speed of 50 WPM minimum preferred

Physical Requirements:

The employee is regularly required to sit, talk, or hear; frequently required to use repetitive hand motion, handle or feel, and to stand, walk, reach, bend or lift up to 10 pounds.

FLSA Status - Non Exempt

As a Christ-centered community, Wheaton College faculty and staff must affirm the College’s Statement of Faith as expressing their own theological convictions and agree to live by the moral standards in Wheaton’s Community Covenant, modeling these commitments for the Christian formation of our students. Wheaton College faculty and staff also support the Christ-Centered Diversity Commitment which highlights our desire to treat all individuals as equal image-bearers of Jesus Christ through diversity, inclusion, justice and unity.