Alumni Engagement Coordinator, #14-087
Institutional Advancement

The Alumni Engagement Coordinator is the lead assistantfor the Alumni Engagement department of Institutional Advancement. The Coordinator provides primary support for and reports directly to the Assistant Vice President for Alumni Engagement. This role also provides strategic support to the Director of Donor Relations, the Director of the Oxy Annual Fund and the Associate Director of Alumni and Parent Engagement. The mission of the departmental units of Alumni Engagement is to provide our constituents with exceptional service and a positive interaction with the College—to tell the Oxy story, engage the individual, share the needs and raise the resources. This position plays an important role in ensuring our mission is achieved.

The Coordinator enhances the effectiveness of those they support by providing management of information and representing the individual(s) to others. It is critical for this hire to exercise a high degree of initiative, independent judgment, tact and discretion in the execution of assigned responsibilities.

Essential Functions

Provides high-level, strategic, pro-active administrative support for the Assistant Vice President for Alumni Engagement

  • Represents office of the Assistant Vice President, as appropriate, in pro-active work, resolving problems and complaint from donors, alumni, parents, students, staff, and other constituencies. Similarly, gathers appropriate background information for the Assistant Vice President to render a decision.
  • Facilitates the flow of information to and from the Assistant Vice President; reviews and replies to correspondence as appropriate. Assists the Assistant Vice President with research, correspondence, writing, and reports.

Provides strategic generalized support for the Director of Donor Relations and Director of the Annual Fund

  • Facilities efficient and timely support in insuring success in day to day operations

Supervises and mentors Engagement Assistant and Alumni Engagement work study students

  • Serves as supervisor of the Engagement Assistant, providing mentorship, professional development and accountability.
  • Hires, trains and manages pool of student workers supporting the departmental units of Alumni Engagement.

Develops and manages effective office systems

  • The Alumni Engagement office is dependent on technology and advancement systems to support a highly personal and relationship-based development program, and s/he must be knowledgeable and supportive of all dimensions of the operation.
  • Manages internal systems for the Alumni Engagement office for budget and personnel reports, in coordination with the Director of Operations.

Focuses on work to promote positive constituent engagement

  • Delivers a welcoming, helpful customer service demeanor, often managing complex relations with constituents. Delivers accurate and thoughtful assistance striving toward a positive interaction.
  • Provides strategic support for work with the Board of Governors.
  • Provides assistance for major alumni, parent and donor events.
  • Knowledgeable about Institutional Advancement policies and procedures as well as campus events.

Institutional Advancement Duties

  • Understands the mission and priorities of the Office ofInstitutional Advancement and serve as an advocate for the department.
  • Adheres to the principles of ethics andstandard practices as articulated in the Council for Advancement and Support of Advancement (CASE)Donor Bill of Rights from the Council for Advancement and Support of Education,Association of Professional Researchers for Advancement(APRA)Statement of Ethicsand the Association of Fundraising Professionals (AFP)Code of Ethical Principles and Standardsas well as the standards of practice of his/her departmental profession, as appropriate.
  • Participates fully during the planning, as deemednecessary, and execution of "tent-pole events" including and not limited to Homecomingand Family Weekend, Founders Day, and Reunion Weekend.

Other duties as assigned.

Skills and Requirements

  • Five years administrative/secretarial experience, preferably supporting a senior manager
  • Previous supervisory experience preferred
  • Experience supporting higher education functions preferred
  • Exceptional oral and written communications skills
  • Outstanding work organization and time management skills
  • Personal initiative and an ability to manage projects simultaneously, to set priorities and follow-through on projects
  • Willingness to work evenings and weekends
  • Experience exercising a high degree of initiative, independent judgment, tact and discretion in the execution of assigned responsibilities
  • Ability to work effectively in a fast-paced team environment—with a mix of deans, faculty, parents, alumni and staff colleagues
  • Excellent interpersonal skills and a strong customer service orientation

To apply, submit a cover letter and resume to: .