Job Type: Full time
Job Number: JR100228
Location: Greencastle,
DePauw University is an Equal Employment Opportunity Employer: Women, members of underrepresented groups, and persons with disabilities are encouraged to apply. Position will remain open until filled. This position is not eligible for immigration sponsorship at this time.
The Alumni Engagement and Annual Giving Coordinator is a critical addition to the team, enabling the university to meet its strategic goals of increasing alumni engagement and strengthening philanthropic support. By providing dedicated administrative support, this role will enhance the operational efficiency of two key areas, Alumni Engagement and Annual Giving, ensuring these functions can scale to meet the growing needs of our alumni and donor base.
The Alumni Engagement and Annual Giving Coordinator plays a critical role in supporting the Alumni Office by:
* providing general administrative assistance
* internal events scheduling
* reporting, tracking and record updates
* ensuring a welcoming experience for alumni and other stakeholders
This role requires strong organizational and interpersonal skills to maintain relationships with alumni and facilitate meaningful engagement with the university community.
ESSENTIAL FUNCTIONS
Reasonable Accommodations Statement
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
Essential Functions Statement(s)
- Serve as administrative support for the Alumni Engagement and Annual Giving offices. Provide general administrative support for the Associate Vice President of Alumni Engagement and Annual Giving, the Senior Director of Development and Alumni Engagement Strategic Operations, the Director of Annual Giving Programs, as well as the Alumni Association Boards of Directors, Athletic Hall of Fame Board of Directors, and other advisory boards.
- Manage office communications with on- and off-campus constituencies by phone and email.
- Manage a variety of data maintenance tasks to ensure integrity of alumni and giving records.
- Position also assists the monitoring and reconciliation of department budgets and the office credit card, ordering office supplies and other duties as assigned.
Key Responsibilities:
- Administrative Support: Provide primary administrative support to the Offices of Alumni Engagement and Annual Giving, and serve as the point of contact for alumni inquiries, managing office email accounts and responding promptly to phone and email communications. Internal meeting scheduling, communication(s) and follow-up.
- Event Assistance: Support for stakeholder events including communications assistance, registrations, name tag creation, and preparing materials for both on-campus and off-campus gatherings. Document alumni feedback and updates in databases to maintain accurate records and measure engagement within the Alumni Engagement Framework. Update and distribute monthly dashboard reports on attendance, giving trends, and alumni engagement using existing data and templates. Maintain archives of reports and dashboards, ensuring year-over-year comparisons and supporting long-term strategic reporting needs.
- Alumni Communications: Respond to alumni inquiries regarding events, online portals, and other resources. Review and comment for editorial clarity on AE/Annual fund communications as a part of the team approval process.
- Database and Reporting: Serve as the primary data entry for updating tracking alumni engagement and event metrics across CRM platforms (Millennium, Blackbaud, IModules, GiveCampus, etc.). Contribute and maintain internal documentation, workflows, and process improvements to ensure team-wide consistency. Generate reports to track engagement metrics, event participation, and fundraising outcomes. Be comfortable and proficient in learning how to use new event, donor, and communication systems and software, as well as training new hires on their general use.
- Donor and Alumni Recognition: Maintain a multi-year inventory of recognition items, track honoree details, and serve as the point of contact for annual reordering. Process order requests including ordering plaques, certificates, and awards for programs like Alumni Awards, Athletics Hall of Fame, and leadership society gatherings.
- Financial and Logistical Support: Reconcile weekly revenue from event registrations and alumni-related activities, assisting with credit card reconciliations and budget tracking. Order office supplies, promotional items, and maintain inventory for events and operations. Serve as the primary point of contact for vendor relationships and service contracts related to print/mail services, promotional items, award recognition materials, and event support vendors. Track order performance, negotiate pricing where appropriate, and maintain records to evaluate vendor effectiveness. Oversee all aspects of promotional giving swag, including ordering supplies, creating mailing labels, and ensuring timely distribution.
- Office Operations: Oversee daily office functions, ensuring smooth operations and coordination with campus partners. Provide telephone, email, text, and personnel coverage for the Alumni Engagement and Annual Giving offices. Build and maintain a library of internal policies and procedures related to event reporting, donor records, alumni communications, and compliant data usage.
- Other Duties as Assigned
POSITION QUALIFICATIONS
Competency Statement(s):
- Accountability - Ability to accept responsibility and account for his/her actions.
- Accuracy - Ability to perform work accurately and thoroughly.
- Adaptability - Ability to adapt to change in the workplace.
- Communication, Oral - Ability to communicate effectively with others using the spoken word.
- Communication, Written - Ability to communicate in writing clearly and concisely.
- Customer Oriented - Ability to take care of the customers' needs while following company procedures.
- Diversity Oriented - Commitment to valuing a variety of different experiences, encouraging input and collaboration from campus stakeholders, including being mindful of experiences related, but not limited to: age, gender, race, ethnicity, religion, socio-economic status, LGBTQ, and/or job type.
- Interpersonal - Ability to get along well with a variety of personalities and individuals.
- Reliability - The trait of being dependable and trustworthy.
- Organized - Possessing the trait of being organized or following a systematic method of performing a task.
- Time Management - Ability to utilize the available time to organize and complete work within given deadlines.
- Working Under Pressure - Ability to complete assigned tasks under stressful situations.
SKILLS & ABILITIES
- Education: High School Graduate or General Education Degree (GED) required. Associate's degree preferred.
- Experience: Minimum of two years office experience required, with web authoring and CRM experience preferred.
- Computer Skills: Experience with Microsoft Office software, Google platforms and web authoring software required. Ability to perform internet searches to gather information. Familiarity with events software is a plus.
- Communication/Language: Intermediate: Ability to read and interpret documents. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of an organization.
- Math Ability: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
- Other Requirements
- Professional phone demeanor, ability to work in a small office team environment. Excellent communications and writing skills.
Work Environment: Normal office work environment.
PHYSICAL DEMANDS
Physical Demands
Lift/Carry
Stand
O (Occasionally)
Walk
O (Occasionally)
Sit
C (Constantly)
Handling / Fingering
C (Constantly)
Reach Outward
O (Occasionally)
Reach Above Shoulder
O (Occasionally)
Climb
O (Occasionally)
Crawl
O (Occasionally)
Squat or Kneel
O (Occasionally)
Bend
O (Occasionally)
10 lbs or less
F (Frequently)
11-20 lbs
O (Occasionally)
21-50 lbs
N (Not Applicable)
51-100 lbs
N (Not Applicable)
Over 100 lbs
N (Not Applicable)
Push/Pull
12 lbs or less
F (Frequently)
13-25 lbs
O (Occasionally)
26-40 lbs
N (Not Applicable)
41-100 lbs
N (Not Applicable)
N (Not Applicable)
Activity is not applicable to this occupation.
O (Occasionally)
Occupation requires this activity up to 33% of the time (0 - 2.5+ hrs/day)
F (Frequently)
Occupation requires this activity from 33% - 66% of the time (2.5 - 5.5+ hrs/day)
C (Constantly)
Occupation requires this activity more than 66% of the time (5.5+ hrs/day)
Other Physical Requirements
- Vision (Near, Distance, Peripheral, Depth Perception)
- Hearing (Auditory perception, or audition)
We are proud to recognize the active participation of faculty and staff in adding to the heritage of building and supporting vibrant, intellectual and creative lives for students and for ourselves. Principles of collaboration, respect for each other, diversity, freedom of expression, accountability and service guide the daily decisions and interactions across campus.
DePauw University, in affirmation of its commitment to excellence, endeavors to provide equal opportunity for all individuals in its hiring, promotion, compensation and admission procedures. Institutional decisions regarding hiring, promotion, compensation and admission will be based upon a person's qualifications and/or performance without regard to race, color, creed, religion, national origin, sexual orientation, disability, age, gender, gender identity or gender expression, except where religion, gender, or national origin is a bona fide occupational qualification.
DePauw University's goals and commitments are best served if the institution reflects the diversity of our society; hence, DePauw seeks diversity in all areas and levels of employment and abides by all local, state, and federal regulations concerning equal employment opportunities. The University admits, hires and promotes individuals upon their qualities and merits.
Employee Benefits Overview
There are many benefits offered to DePauw Employees.
For full time benefits eligible employees these benefits include medical, dental and vision insurance. Basic Life insurance, Accidental Death & Dismemberment (AD&D) and Long Term Disability are paid for by DePauw University. Full time employees may elect to purchase additional voluntary life insurance for themselves and their dependents. Additional voluntary benefits, Tuition Remission and Exchange, as well as Relocation Allowance are also employee benefits. See the Benefits Hub.
All employees may participate in the retirement savings plan, as well as employee discounts and access to University resources.
At DePauw, we recognize that our employees need to balance work and home. Please refer to University Policies for Vacation Time, Personal Time (hourly) and Sick Time policies in the Employee Handbook for more information on these and other benefits. When you need support, the Cigna Employee Assistance benefit is available to all employees and their households.
ENJOY ACCESS TO THE AMAZING FACILITIES AND PROGRAMS DEPAUW UNIVERSITY HAS TO OFFER, SUCH AS:- Welch Fitness Center and wellness classes
- Indoor Tennis and Track Center
- University Libraries
- Peeler art galleries
- Green Center for the Performing Arts events and programs
- Ubben lecture series
- Free athletic events
- Bookstore and Starbucks (Greencastle) discounts
- Employee discounted meal plan
- Free parking
- Nature park, including walking and biking trails
- Personal duplicating and printing discounts
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