Program Manager of Alumni Relations

About the role

The Program Manager of Alumni Relations provides critical support to the Director in implementing programs that engage alumni, current students, staff, and community members with Adams State University. Reporting directly to the Director of Alumni Relations, this position plays a key role in supporting the office’s mission to establish and grow a culture of involvement where alumni and current students/staff contribute their time, talent, and treasure to Adams State. The Program Manager’s primary responsibility is to support the Director in alumni programming, with an emphasis on assisting with engagement activities and events for all alumni—past and future. This role helps execute programming activities and coordinates alumni engagement programs and communications under the Director’s guidance. The Program Manager collaborates with the Director to organize and train volunteer groups, including the student alumni association, alumni board, regional chapters, and other related groups. Working closely with the Director, the Program Manager of Alumni Relations helps plan, manage, and execute the logistics for an annual calendar of events. This position requires travel in and out of state as well as weekend commitments, including representing the office in the Director’s absence when necessary. The Program Manager attends all Alumni and Foundation team events and provides comprehensive support to ensure the Director can effectively lead the department’s strategic initiatives.

Responsibilities

• Assist in the planning, coordination, and execution of all alumni events and programs, including homecoming, ASU retiree’s events, alumni gatherings, special reunions, Foundation donor and student recognition events, and career development and special interest initiatives.
• Research and secure venues, determine menus, schedule rooms, arrange catering, decorations, secure door prizes, and manage related paperwork in coordination with the Director.
• Make travel arrangements, including state car, rental car, airline, and hotel reservations for department personnel.
• Take reservations, provide confirmations for alumni events, create receipts for payments made, prepare event materials including RSVP lists, information sheets, and name tags.
• Manage event check-ins, track attendance in Raisers Edge, collect alumni contact information and class notes, and take photos at events.
• Complete post-event paperwork and follow-up, including documenting attendance and sending thank you notes.
• Manage the University’s Mascot Program, including overseeing student performers, scheduling, and costume maintenance, in alignment with departmental goals and vision.
• Respond to daily correspondence with alumni, internal colleagues, and external stakeholders; manage the alumni email address.
• Develop and distribute correspondence regarding events through direct mail, email, and other channels such as Constant Contact, Raisers Edge, and social media, as assigned by the Director.
• Oversee social media content development and channel management across platforms.
• Oversee alumni bulk mailing projects in coordination with the Director and Public Relations colleagues.
• Collaborate with A-Stater Magazine staff to ensure alumni pages, class notes, and scrapbook items are included, and provide support with proofreading and editing for accuracy.
• Manage incoming class notes from events, online updates from Google alerts, and other correspondence, tracking all information in Raisers Edge.
• Maintain an organized inventory and storage system for alumni marketing items, gifts, door prizes, event supplies, and assets (golf cart), including purchasing items and completing associated paperwork.
• Help maintain the 30,000+ Raisers Edge alumni and donor tracking database, including address research, data cleansing projects, uploading new graduate information, updating alumni contact information, and issuing alumni Google email addresses.
• Run address labels, reports, and data extractions as needed for events or as requested by the Director.
• Work with the Director to organize and train volunteers, including student alumni ambassadors, alumni board, regional chapters, and related groups.
• Supervise work study students—including hiring, scheduling, managing timesheets, conducting evaluations, and assigning tasks.
• Maintain an ASU Procurement card and complete required documentation.
• Perform additional duties as assigned by the Director to support department initiatives.

Requirements

• Bachelor’s degree from an accredited institution.
• 4–6 years of relevant experience in alumni relations, event planning, or fundraising.
• Proven experience in planning, managing, and executing events and engagement initiatives.
• Demonstrated ability to work collegially and collaboratively with a wide range of internal and external constituencies.
• Strong written and verbal communication skills.
• Demonstrated strong connection to Adams State University, such as being an ASU graduate, having professional experience with the university, robust institutional knowledge, or having a history of meaningful engagement with the ASU community.
• Demonstrated leadership and supervisory experience.
• Experience working with a board of directors or council.
• Proofreading skills or publication experience.

Qualifications

• Must be legally authorized to work in the United States; Adams State University is unable to provide sponsorship, transfer, or support for employment visas for this opening.

Benefits

• Medical, dental, vision, disability insurance, flexible spending accounts, life insurance, and retirement savings plans.

Pay

The salary range for this position is $43,100–$51,700.