Administrative CoordinatorOffice of Alumni and Parent Engagement

Description

JOB SUMMARY:  The Alumni and Parent Engagement Administrative Coordinator serves as a key relationship builder and logistics coordinator for Gustavus Adolphus College's lifelong connections with alumni, parents, and the extended Gustavus community. This relationship-centered role supports team members' event planning initiatives through detailed logistics coordination, manages personalized alumni communications, and provides exceptional customer service to strengthen the bonds between graduates and their alma mater while supporting the institution's mission and strategic goals.

This position requires a people-focused professional who excels at building authentic relationships, coordinating multiple logistical projects simultaneously, and providing outstanding service to diverse constituencies. The coordinator serves as the welcoming voice and face of alumni relations while ensuring that all logistics are seamlessly executed to support team members' vision and planning.

Employment Type: Full-Time (1.0 FTE), Benefits-Eligible, Non-Exempt (Hourly)

Pay Range: $19.00-23.00 per hour

Application Procedure: Please continue the process below or on our website, www.gustavus.edu/humanresources/employment to complete the online application and submit your resume. A cover letter is optional.

MAIN RESPONSIBILITIES: 

Event Logistics Coordination & Support (35%)

• Coordinate logistics for 35+ annual alumni events and programs planned by team members, including Homecoming, Reunion Weekend, regional gatherings, affinity celebrations, and lifelong learning opportunities
• Facilitate Alumni Board meetings and volunteer leadership events by managing logistics, materials, and hospitality arrangements
• Coordinate logistical support for specialized events including awards banquets and memorial services
• Manage event registration systems, payment processing, and attendee list coordination for the Advancement division with personal attention to participant experience
• Coordinate vendor relationships for catering, venues, accommodations, and transportation based on team specifications
• Prepare and organize event materials including name tags, signage, programs, and welcome packets according to event plans
• Provide on-site logistics support including registration setup, guest services coordination, and administrative assistance

Mass Communications & Relationship Management (35%)

• Manage comprehensive class letter program across all graduation years, including tracking, editorial support, content development support, and formatting for class communications
• Coordinate distribution of class communications through postal mail, email platforms, and social media channels
• Prepare and distribute affinity-based, non-solicitation communications provided by campus constituents, including departmental newsletters, tenure and promotion support letters, coach communications, presidential messaging, and other requests through postal mail and email platforms
• Coordinate life milestone communications including weddings, births, career achievements, and memorial acknowledgments
• Maintain relationships with and provide ongoing support for class officers and other volunteer communications leaders
• Compile, organize, and manage alumni news for class letters, magazines, and other institutional publications
• Handle alumni inquiries and requests for information with personalized attention and timely follow-up

Customer Service, Administrative Excellence, and Communication Hub (20%)

• Serve as primary phone contact for Alumni and Parent Engagement, managing alumni toll-free line and general inquiries
• Provide exceptional customer service for requests ranging from contact information updates to event information to genealogy research
• Manage email communications and respond to online submissions with personalized attention
• Coordinate specialized services including alumni insurance programs, merchandise orders, yearbook sales, and commemorative programs
• Process financial operations including event payments, budget tracking, and vendor coordination
• Serve as welcoming first point of contact for office visitors and walk-in inquiries
• Maintain comprehensive records, tracking systems, and communication logs
• Supervise student employees in Alumni and Parent Engagement that support logistics coordination, constituent outreach, and other engagement and administrative activities

Awards & Recognition Programs (10%)

• Coordinate alumni awards program including research, nominee development, and presentation materials
• Support Recognition Committee through documentation, meeting coordination, and candidate information gathering
• Manage awards ceremony logistics, recipient communications, and recognition efforts
• Coordinate awards materials including plaques, certificates, and commemorative items

All other duties as assigned