The Coordinator provides comprehensive operational support for for four staff within the Office of Alumni Relations, executing administrative needs including scheduling meetings, coordinating travel, answering/managing phone & email contact outlets, submitting alumni record updates/involvement data into database.

The person in this role processes/reconciles purchases, invoices & transactions against budgets, contracts & procurement orders. Executes event logistics for local alumni events, home tailgates, & some chapter programs: i.e., securing venues/catering, initiating marketing requests, gathering vendor quotes, paying contracts, setting up registration sites, tracking & reporting RSVPs/attendance. Drafts & distributes activity reports to further alumni & volunteer engagement. Spearheads and optimizes alumni travel, credit card, insurance & other revenue-generating programs.

The role also serves as the general entry point for alumni seeking information on SMU.  

Essential Functions:

• Office Management: Provide excellent customer service to external constituents including alumni & parents: monitoring, directing and/or responding to all phone, email & digital inquiries. Gather, update & record constituent contact information requests & relevant correspondence received through mail, phone, email and other digital channels through contact reports in master BBEC database. Facilitate donation inquiries received online or by phone, sharing with appropriate fundraisers or gifts processing team. Seek necessary information from DEA colleagues to respond to all inquiries appropriately and in accordance with SMU and alumni relations’ standards. Assist office staff with scheduling meetings and some travel through Concur system. Coordinate supply needs.

• Coordinate logistics for at least 28 smaller alumni chapter events & home tailgates. Obtain vendor estimates, facilitate food/beverage needs & contracts/payments, launch registration/track & report attendance, mail/send materials to alumni volunteers. Together with colleagues, facilitate or optimize marketing efforts to enhance events. Recruit volunteers to staff events, as needed. Ensure contractual & departmental compliance for volunteer and staff-led event execution and communications. Execute all event follow-up: manage invoices, produce attendance reports and other any data needed to accurately record next steps in CRM for follow-up from DEA/AGAR colleagues. Assist with all other AGAR events as needed. 

• Coordinate logistics for at least 28 smaller regional alumni chapter events & home tailgates. Obtain vendor estimates, facilitate food/beverage needs & contracts/payments, collect registrations/track & report attendance, mail/send materials to alumni volunteers. Together with colleagues, facilitate or optimize marketing efforts to enhance events. Recruit volunteers to staff events, as needed. Ensure contractual & departmental compliance for volunteer and staff-led event execution and communications. Execute all event follow-up: manage invoices, produce attendance reports and other any data needed to accurately record next steps in CRM for follow-up from DEA/AGAR colleagues. Assist with all other AGAR events as needed.

• Assist with logistics, preparation & wrap up for volunteer meetings/gatherings of chapter leaders and other constituents. This includes, but is not limited to, scheduling venues/catering/AV/parking, sending invitations/reminders, managing attendance, preparing agendas, printing or gathering content for scripts or slide shows, taking/printing minutes, sending follow-up correspondence & other assets. Provide in-person & behind the scenes support for these & other AGAR meetings.

• Budget and expenditures management: ensure prompt processing of misc. procurement card purchases, deposits and general account reconciliation. Process general alumni relations contracts, invoices and purchasing orders for payment. Produce monthly financial reports for director and other colleagues. Process volunteer reimbursements. Manage Concur statements for AR staff.

• Records tracking: Digitally track and report on volunteer, event attendance and other activity to generate engagement metrics and appropriate follow up tactics from alumni relations channels – including online/phone/mail correspondence, in person events and other methods of contacts initiated by alumni relations office. Coordinate with internal AGAR staff and DEA colleagues to collect and report other engagement data for use by external sources.

• Manage alumni programs with revenue-generating activity, including alumni credit card, alumni travel, and alumni insurance programs. Work directly with vendor and serve as conduit of information for ideas related to program optimization. Manage data lists and reports for year-over-year ROI, tracking against annual goals. Identify new opportunities for alumni partnerships that provide value-adds to alumni base and, using best judgment, share top ideas with Director for appropriate follow-up. 

• Manage and sync alumni relations activity and events on team/volunteer Outlook calendars and master calendars for AGAR, DEA, and SMU databases. Regularly communicate these AGAR plans & alumni activity to internal and external constituents to ensure data is received. Collaborate with colleagues to facilitate the collection of key data and messages for alumni audiences. Assist with data distribution to further event promotion on alumni relations websites and social media outlets, as appropriate. 

• Provide administrative support to Alumni Relations Sr. leadership and serve as administrative backup for AVP for Annual Giving and Alumni Relations, working in conjunction with department coordinator, as needed. Other duties as assigned

Education and Experience:

A high school diploma or equivalent is required. Bachelor’s degree preferred.

A minimum of two years of experience is required. Experience with events management/coordination is also required. 

Experience as an executive or senior assistant, highly desired. Experience supporting multiple staff members in various roles is strongly preferred. Experience in a non-profit environment is a plus.

Experience working with cross-departmental data collection and collaborating with colleagues in different organizational areas, strongly preferred. Budget management and accounting experience, highly desired. 

Knowledge, Skills and Abilities:

Candidate must demonstrate strong verbal and interpersonal communications skills to effectively interact with a wide range of constituencies in a diverse community. Must also demonstrate a strong customer service orientation.

Candidate must demonstrate strong written communication skills with ability to produce error-free written communications. A strong focus on attention to accuracy and detail is essential.

Candidate must possess strong time management, organizational and planning skills with the ability to multi-task in a fast-paced team environment. Must also possess strong problem-solving skills with the ability to be resourceful, proactive, and seek assistance as needed. Strong project management skills and the ability to work independently are essential.

Demonstrated capability in bookkeeping, managing and executing budgets and financial organization is required.

Demonstrated command of all Microsoft Office capabilities, required. Experience conducting Zoom/online meetings with breakout rooms, required (webinars, preferred.)

Experience with a constituent relations database is preferred and a working knowledge of Blackbaud Enterprise (BBEC) is a plus.  Experience with project management software (i.e., Slack, monday.com, Asana) is strongly preferred. Experience or familiarity with managing business-related social media platforms is preferred.