Alumni Engagement Coordinator

The Hotchkiss School, 11 Interlaken Road, Lakeville, CT 06039, USA

Reports to
:
Director of Alumni Engagement

Schedule: Full-time/calendar year; some evening and weekend work required

Designation: Staff

Travel: Rare

Responsible for supporting events and programs designed to engage and inform Hotchkiss alumni and constituents about the School today. The Alumni Engagement Coordinator is expected to work collaboratively with the Director of Alumni Engagement, other members of the Alumni Engagement team, Alumni and Development Office colleagues, on‑campus community members, and alumni volunteers. The Alumni Engagement Coordinator provides vital administrative and programmatic support for all Alumni Engagement events.

The successful candidate enjoys collaborating with a wide variety of School constituents, is detail‑oriented, a meticulous planner, self‑motivated, and enjoys problem‑solving.

• Provides planning and implementation support for all Alumni Engagement events.
• Maintains a small portfolio of events for which they are the "lead" organizer, responsible for budgeting, planning, implementation, and post‑event closure.
• Orders support materials for all events and meetings. Maintains an accurate inventory of supplies.
• Produces nametags, meeting information packets, nameplates, and registration lists.
• Is the primary point of contact for external customer service inquiries regarding events and programs.
• Working closely with Advancement Services, manages all aspects of event records in the database, including the dissemination of event registrant lists to the Alumni and Development Office and the coding of attendees.
• Back‑end website content management, including calendar postings, event registration pages, and the addition of registrant names for reunion, etc.

• In collaboration with team members, coordinates event invitation mailings for small to medium events, including creating labels, folding, stuffing, sealing, and labeling, in adherence with campus Post Office procedures.
• Mail gifts to new parents, send condolence letters to classes and the families of the deceased, and thank you gifts to volunteers.
• Orders, wraps, makes note of, and mails all thank you gifts to volunteers.

• Ensures that Advancement Services is aware of volunteer coding changes for alumni as they engage with the School.
• Enters their own interactions with constituents into Raiser's Edge.
• Requests data export reports to support requests from alumni, inform the creation of programming, and for event invitations.
• Disseminates data changes resulting from event registrations.

Additional duties and responsibilities as needed or assigned.

• Bachelor’s degree or a combination of education and work experience in a related field.
• Strong customer service skills, organizational skills, and attention to detail.
• The ability to manage multiple open tasks and projects.
• Event planning and customer service experience.
• Prior experience using Microsoft Office, Google Suite, scheduling software, and database management. Knowledge of Raiser’s Edge software is a plus.
• Must be a team player with excellent communication skills, ability to make decisions independently, strong interpersonal skills, and a keen sense of how to prioritize duties.
• Must maintain strict confidentiality of information.

• Work is conducted primarily in an office environment.
• At events, a significant amount of time standing/walking.
• Occasional bending, reaching, stooping.
• Repetitive motion (use of computer keyboard).
• Periodic need to carry boxes (up to 50 lbs), move tables and chairs, hang signs, and other similar tasks for events.

The essential functions and basic skills have been included. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This position description is subject to change at any time.

The Hotchkiss School is an equal opportunity employer and is committed to basing…