Alumni Engagement Office Coordinator

At Holy Cross, we are focused on creating a world-class workforce by attracting and retaining employees dedicated to fostering a culture of professionalism, pride, mutual trust, and respect—one that values appreciation and recognition, empowering each of us to flourish both individually and collectively. We seek candidates who are inspired by our mission and values, and who are eager to make a meaningful difference on our campus.

About the Role

Reporting to the Senior Director of Alumni Engagement, this full-time non-exempt Office Coordinator position supports a team of nine professional staff members and manages a range of activities and communications to help achieve annual goals.

Responsibilities

• Manage high-volume schedule of email communications for Alumni Engagement. Compose text and design emails using an email marketing tool.
• Manage content and creation of the alumni benefits electronic newsletter. Use judgment to schedule emails in coordination with the Advancement Communications calendar.
• Create online event and registration pages for alumni events. Collaborate with and train colleagues on the use of online engagement tools.
• Resolve all technical issues (administrative or user side) with online engagement tools. Assess effectiveness and make recommendations to the Senior Director for changes.
• Serve as Alumni Engagement liaison for technical support to vendors. Attend training and support sessions for engagement platforms.
• Oversee the Reunion registration program for 2500+ guests. Hire, train, and supervise the student Reunion registration team.
• Develop, document, and manage Reunion processes, ensuring that staff and other resources are efficiently utilized. Manage workflow and troubleshoot online registration, credit card payment, and refund programs.
• Liaise with ITS and software vendors regarding registration program issues.
• Support the Class Engagement program by preparing fundraising reports, updating class fundraising data, and supporting class volunteer engagement in partnership with Advancement colleagues to advance annual fundraising and engagement initiatives.
• Represent the Office of Alumni Engagement in verbal and written communications with external audiences. Respond knowledgeably about the Advancement division and direct inquiries appropriately.
• Liaise with campus departments (e.g., Dining Services, Facilities, ITS, Conference Services, and Graphic Arts) to support programs. Facilitate information requests from Academic departments.
• Manage office procurement card as well as vendor reimbursements.
• Maintain event/program attendance lists and ensure appropriate coding in the database. Produce alumni profiles of event attendees. Create event nametags.
• Ensure accurate and timely updates for the online events calendar.
• Respond to alumni travel inquiries and maintain a list of alumni travelers.
• Develop office procedures and update regularly. Prepare Alumni Association meeting notices, records, and organizational documents.
• Manage logistical and dining services needs for the engagement team's meetings and events. Staff registration table at events.

Requirements

• Bachelor’s degree preferred.
• Minimum of two years of related experience.
• Highly organized, detail-oriented, and able to work competently and efficiently in a multi-task environment with the ability to prioritize responsibilities.
• Focused, motivated to learn, and flexible to change.
• Excellent written communication and interpersonal skills, including phone manner and personal presentation.
• Initiative, good judgment, and sensitivity to confidential information required.
• Aptitude for and commitment to learning new systems and applications.
• Fluency with Microsoft and Google Suite for document and spreadsheet management.

Skills

• Affiniquest (Salesforce-based CRM)
• HubSpot
• Blackthorn
• Workday

Pay

The hourly rate for the Alumni Relations Office Coordinator is $23–$25 per hour.

Schedule

40 hours per week.

Benefits

To review our generous benefits options, please review our detailed information or check out our Benefits at a Glance.