Coordinator, Alumni Relations

Lehigh University

Lehigh University is an affirmative action/equal opportunity employer and does not discriminate on the basis of age, color, disability, gender, gender identity, genetic information, marital status, national or ethnic origin, race, religion, sexual orientation, or veteran status. Lehigh University provides comprehensive benefits including partner benefits.

Responsible for serving as the front line of communication for both external and internal constituencies and as the administrative manager for the team. The Coordinator supports both the Class Affinity Team and Alumni Relations Assistant Vice President. The Lehigh community takes seriously our commitment to antiracism and The Principles of our Equitable Community.

1. Support Class Affinity Activities and Programs (30%)
*Workfront (project management system used by Marketing Communications team) workflow process for class affinity team including entering new events and projects
*Provide volunteers with accurate data in order to secure and run their own events and track accordingly
*Manage coding for class affinity volunteers, speakers and event hosts and other coding projects as needed, to provide data accuracy for the team
*Coordinate preparation of nametags, lists and event materials
*With Student Engagement Associate Director, recruit, hire, train and manage student workers for Reunion
*Provide general support around Reunion Weekend programming

2. Provide administrative support for the Class Affinity team
*Process all billing and invoice requests, including reimbursements and check processing
*Assist team members in managing Lehigh indexes and group-specific budgets
*Produce regular budget reports for staff
*Handle OneCard (Lehigh's time tracking system) reconciliations as requested
*Manage all shipping and supply orders for the team

3. Provide exceptional customer service for Alumni Relations
*Serve as a first point of contact for class volunteers and Reunion committees; answer questions directly or forward to colleagues, as needed
*Greet and assist alumni and visitors; schedule meetings, receive, transfer and screen calls; liaise with other campus offices on behalf of Alumni Relations
*Proactively assist alumni and staff (both internal and external to Alumni Relations) and problem-solve
*Possess an overall understanding of all office functions in order to best assist alumni and staff
*Enter call reports and interaction reports from engagement officers

4. Administrative support for Assistant Vice President (AVP)
*Manage AVP's calendar and appointments
*Secure travel arrangements and enter receipts for expense reports
*Remind AVP of impending deadlines
*Independently and proactively resolve scheduling conflicts, prioritizing requests and confirming meeting details and expectations for the AVP
*Research and/or compile materials for meetings to ensure the AVP is fully prepared for scheduled appointments, presentations, discussions, etc. including researching and gathering critical information, creating presentations, preparing briefings, developing and proposing agenda items and conducting necessary follow-ups

5. Support AVP with Lehigh University Alumni Association (LUAA) Board management
*Handle all logistics for LUAA Board meetings, including room and food reservations, invoicing, taking minutes, registration, attendance, material prep, nametags and Zoom setup
*Ensure Web content for LUAA web pages are correct and updated
*Manage correspondence and logistics for new and outgoing LUAA Board Members
*Serve as concierge for LUAA Board Member campus visits outside of regularly scheduled meetings
*Coordinate activities for former LUAA Board Member Affinity group
*Send hand-written birthday cards to LUAA Board Members

6. Database and technical assistance
*Receive and process volunteer partnership agreements in DocuSign from alumni volunteers
*Coordinate the entry of contact reports, donor and engagement strategies, other substantive actions and contact information updates
*Assist AVP and Associate Director (AD) of Volunteer Engagement with various tasks associated with building and managing a data-driven, robust volunteer pipeline
*Pull alumni lists and reports and format as needed
*Support AD of Volunteer Engagement and others on the Alumni Relations team to input and check volunteer data

Grade: 7 37.5

Position Number: S73940

Special Considerations

The duties of the position do not allow for a remote work option; the employee in this position will be required to work on campus where they can be fully accessible to the Lehigh community.

This position has contact with minors

Qualifications

High School Diploma or equivalent combination of education and experience; Associate or Vocational/Technical Degree preferred

One to three years related work experience

Excellent communication (written and oral), interpersonal skills and a high level of customer service required

Excellent organizational skills, time management, and sound judgment

Adept use of digital communication preferred

Proven ability to manage multiple tasks simultaneously and a high degree of initiative for bringing tasks to completion

Ability to complete projects on time and on budget, and report on status and progress

Expertise on how to manipulate data through Excel and proprietary databases is critical

Attention to detail, ability to anticipate needs, facility with learning new technology and a customer-first mentality are imperative

Digital and social media fluency is an expectation for all Alumni Relations professionals

Successful completion of standard background checks including but not limited to: social security verification, education verification, national criminal background checks, motor vehicle checks, PATCH, FBI fingerprinting, Child Abuse Clearance and credit history based upon the requirements of the position

Because of increasing COVID case counts in the region and new information about the characteristics of the Delta variant, all Lehigh faculty and staff will be required to be fully vaccinated unless they receive an approved medical or religious exemption from the requirement.

Only complete applications will be considered therefore please complete the application in its entirety. Once the posting is removed from the website applications may no longer be allowed to be completed.

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