Program Coordinator, Alumni & Family Programs

Location: Swarthmore

Program Coordinator, Alumni & Family Programs

Apply now Job no: 495912

Work type:
Full Time

Location:

Swarthmore

Categories:
Staff, Hourly (Non-Exempt), Hybrid

Swarthmore College is a highly selective liberal arts college located in the suburbs of Philadelphia, whose mission combines academic rigor with social responsibility. Swarthmore has a strong institutional commitment to inclusive excellence and nondiscrimination in its educational program and employment practices and encourages candidates who will further advance the goal of fostering a diverse and inclusive community. As one of the nation's finest institutions of higher learning, Swarthmore College is global in outlook and draws students from around the nation and world.

The 425‐acre campus is a designated arboretum, complete with gardens, rolling lawns, a creek, wooded hills, and hiking trails in the Crum Woods.

Who We Are:

The Swarthmore Office of Advancement manages the College's relationship with its alumni, families, and friends to further Swarthmore's commitment to intellectual rigor and creativity, nurturing of student confidence and curiosity, production of new knowledge, and inclusive excellence, among other goals. Advancement works closely with the President, faculty, and senior colleagues to foster positive and productive relationships that not only accelerate the objectives of the College but also represent meaningful and beneficial engagement for the Swarthmore community.

The Office of Advancement manages and maintains alumni, family, and friend records; engages constituents in the life of the College in a variety of ways, contexts, and over time; provides and supports meaningful volunteering opportunities; and partners with the President and Board of Managers to share information about the College and raise critical philanthropic support for the College's priorities and new initiatives.

Advancement ensures that alumni and donors are appropriately recognized and informed about the impact of their service and contributions, and manages all gift acceptance and stewardship.

The opportunity:

The Program Coordinator reports to the Associate Vice President, Alumni & Family Programs (AVP) and supports vital alumni engagement initiatives and presidential transition activities. This position is integral to the work of the Associate Vice President and three of their teams (Alumni Engagement, Advancement Events, and Advancement Marketing) in monitoring work flow across multiple programs. The position will also help ensure timely progress updates and alignment of deliverables for the Executive Committee of the Alumni Council and assist with administrative tasks and support projects like nominations and alumni awards.

The coordinator will provide operational support for the Swarthmore Discussion Group and manage the coordination and work assignment of student workers within the Alumni Engagement, Reunion Giving, Advancement Events, and Advancement Marketing teams. The successful candidate will be organized, communicative, and committed to enhancing alumni and student engagement.

Essential Responsibilities

Department Coordination and AVP Support

* Work with the AVP to streamline operations within Alumni Engagement, Reunion Giving, Advancement Events, and Marketing teams.

* Coordinate team calendars to ensure efficient scheduling and minimize conflicts.

* Coordinate communication and updates on projects across departments.

* Assist the AVP with preparation of meeting materials and reports.

* Suggest and implement process improvements for better efficiency and team collaboration.

Alumni Council

* Collaborate with the AVP and the Alumni Council Executive Committee to execute administrative needs, such as organizing meetings, preparing agendas, and maintaining accurate records.

* Manage tasks related to nominations and alumni awards, including coordinating communications, nomination forms, and bios.

* Execute the Alumni Council's new member ratification process.

Presidential Transition

* Coordinate project workflows for celebration events for the presidential transition period.

* Serve as a key point of contact for project coordination and status updates, ensuring colleagues and partners have clear information about progress, responsibilities, and next steps.

* Assist with coordinating briefing materials.

Swarthmore Discussion Group

* Serve as the primary liaison to the Swarthmore Discussion Group volunteer board.

* Provide administrative and financial support, including processing payments and maintaining records.

* Coordinate digital communications for the program including marketing and survey emails as well as website updates.

* Collaborate with College Communications on printed marketing materials.

* Track event attendance and registration.

Student Workers

* Manage the hiring and supervision of student workers, including handling timesheets.

* Coordinate training and work assignments for student workers according to the needs of the department.

* Ensure effective integration of…