Coordinator of Alumni and Parent Relations

NOTE TO APPLICANT: Some positions require a resume, cover letter and/or other documents to be submitted with your application. Please submit these as one attachment in the My Experience section of the application under the “resume/CV” upload section. Once you submit your application, you will not be able to attach additional documents.

Job Posting Title:

Coordinator of Alumni and Parent Relations

Job Description:

Position Summary:

The Office of Alumni and Parent Relations (APR) supports the mission of Harvey Mudd College by creating and managing programs, events, activities, and resources that cultivate lasting, meaningful relationships between the College and its alumni, parents, and students to increase advocacy and support. The Coordinator for Alumni and Parent Relations performs a broad range of highly skilled administrative work that supports the activities and management of APR. The primary area of support is planning and execution of APR’s signature campus events: Alumni Weekend (AW), Family Weekend (FW) and Parent Orientation (PO). This includes working directly with key vendors on and off campus to facilitate all aspects of these programs. The secondary areas of support are parent programs, including the Parent Leadership Council (PLC), and general volunteer management. The ability to stay abreast of changing organization, policies, and procedures and to exercise frequent independent judgment in making moderate administrative decisions is essential. Occasional weekend and evening work will be required.

Duties and Responsibilities:

• Partner with APR team to establish, build and maintain strong and productive relationships with alumni and parents – locally, nationally, and internationally; maintain regular communication with alumni and parents through available channels including personal contact, mail and email correspondence, web-based technology, and social media networks.
• Provide a broad range of high-quality logistical support for the planning and execution of Alumni Weekend, Family Weekend and Parent Orientation.
• Partner with APR team to oversee registration processes for signature events and others as needed. Ensure accurate registration counts and maintain integrity of event data in the Advancement CRM and other tracking resources.
• Support members of the APR team in administrative management of alumni and parent volunteers, including recruitment, projects, meetings, routine communications/mailings, accurate tracking, and reporting.
• Coordinate with Advancement Communications to facilitate email and print materials as needed for signature events and others as needed.
• Serve as web content editor for the parent’s website, in consultation with Executive Director and PLC Manager.
• Provide backup support as needed in tracking and managing fiscal activity for APR.
• Interact with other offices as needed to support APR events and programs, including Facilities and Maintenance, Dining Services and Computing and Information Services.
• Negotiate, within the constraints of college policy, vendor arrangements and facilitate execution of contracts.
• Apply knowledge of activities, policies, and procedures in responding to requests for assistance and information that are received in-person, over the phone, through written correspondence and via email. When necessary, refer requests to appropriate personnel.
• Provide backup to Advancement functions outside of APR as needed.
• Perform other duties and tasks as assigned.

Required Knowledge, Skills, and Abilities:

• Highly developed customer service and organizational skills.
• Ability to coordinate multiple events/projects simultaneously with excellent attention to detail and high-quality outcomes.
• Ability to maintain multiple accounts, monitor purchase agreements, contracts, and other accounting matters for the department/office.
• Ability to work both independently and collaboratively as part of a diverse higher education environment and interact successfully with individuals with varying abilities, backgrounds, interests, and beliefs.
• Ability to multi-task, prioritize work, and finish assignments by established deadlines.
• Demonstrated proficiency in Microsoft Office (i.e., Word, Excel, and PowerPoint) and ability to quickly learn and apply other software.
• Exemplary communication skills (both written and oral); ability to write legibly; follow written and oral instructions in English.
• Excellent spelling, proofreading, and editing skills and knowledge of business writing procedures.
• Ability to compose written correspondence and develop reports, agendas, and conference materials.
• Ability to exercise good judgment and take initiative in managing goals and assignments.
• Ability to work both independently and as a collaborative member of the diverse College Advancement team.

Required Qualifications:

Education: Graduation from high school plus two or more years of college or business school equal to at least two years of college, with courses related to office administration and basic accounting; or any combination of education, training and experience that provides the required knowledge, skills, and abilities of the position.

Experience: Two or more years of increasingly responsible related experience that provides the knowledge, skills and abilities required. 

Preferred Qualifications: Five or more years of related experience in an academic or non-profit setting. Experience with event coordination and budget monitoring strongly preferred.

Physical Requirements:

While performing the duties of this job, the staff member is regularly required to sit, stand, use hands and fingers, and talk or hear. The employee is occasionally required to reach with hands and arms. The individual must regularly lift and/or carry up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Hours:

The regular hours are 8:00 a.m. to 5:00 p.m., Monday – Friday. Some evening and weekend hours will be required.

Classification: 

This is a non-exempt, full-time, benefits-eligible position.

Salary

The anticipated starting salary range is $21.63/hour to $24.04/hour. Salary will be commensurate with qualifications and experience. 

Reporting: 

Reports to the Executive Director of Alumni and Parent Relations.

Additional Information:

This job description defines the essential job duties of the position. Harvey Mudd College expects that employees hired for this position can perform the essential functions of the job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act.

Regular employment at the College is for no specified period; conditions and status of employment (hours, pay, title, duties, etc.) are subject to change at any time. Employment is at will and employees, and likewise the College, are free to end the employment relationship at any time, for any reason, with or without notice or cause, unless otherwise prohibited by law.

Harvey Mudd College is an Affirmative Action/Equal Opportunity Employer. Qualified applicants will be given consideration for employment without regard to age, race, gender, national origin, sexual orientation, protected veteran’s status, disability, or any other characteristics protected by applicable law.

Please note that in order to be considered an applicant for any staff position at Harvey Mudd College you must apply for each position for which you believe you are qualified. 

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