Position Summary
The Coordinator of Alumni Affairs supports the mission of Delta State University by assisting with programs and initiatives that strengthen relationships between the university and its alumni community. This position coordinates alumni engagement activities, supports membership initiatives, and assists with the planning and execution of alumni events and programs.
Working closely with the Director of Alumni Affairs, the Coordinator provides administrative and logistical support for alumni communications, events, and volunteer leadership. The role also assists with maintaining alumni records in the university’s constituent relationship management system (Raiser’s Edge) and supports the work of the Alumni Association Board of Directors.
Essential Duties and Responsibilities
Event Coordination and Alumni Engagement (40%)
- Assist with planning, coordinating, and implementing alumni engagement events such as Homecoming, reunions, alumni chapter programs, receptions, and special university events.
- Coordinate event logistics including venue arrangements, catering, vendor coordination, supplies, and event setup.
- Manage event registration processes and attendee communications.
- Assist with promoting alumni programs through email communications, social media, and alumni outreach.
- Provide on-site event support including registration management, guest services, and coordination with staff and volunteers.
Assist with tracking attendance and preparing post-event reports to evaluate engagement and participation.
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Alumni Membership Support (25%)
- Assist with the administration and promotion of the Delta State University Alumni Association membership program.
- Maintain accurate membership records, renewals, and payments in Raiser’s Edge.
- Respond to alumni inquiries regarding membership benefits, renewals, and engagement opportunities.
- Coordinate membership mailings, welcome packets, recognition items, and acknowledgments.
Support initiatives designed to grow alumni participation and enhance the member experience.
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Administrative Support (15%)
- Provide administrative support for the Alumni Affairs Office, including scheduling, correspondence, and office coordination.
- Serve as a primary point of contact for alumni inquiries via phone, email, and in-person communication.
- Prepare reports, correspondence, and documents for internal and external audiences.
Process departmental expenses and assist with maintaining records related to budgets and operations.
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Alumni Database Support (15%)
- Maintain and update alumni records in Raiser’s Edge to ensure accurate contact and engagement information.
- Perform data entry and assist with maintaining data quality and record accuracy.
- Generate mailing lists, reports, and data exports to support alumni communications and events.
- Work with Advancement Services to support data integrity and compliance with university privacy standards.
Alumni Board of Directors Support (5%)
- Coordinate meetings for the Alumni Association Board of Directors and its committees.
- Prepare meeting agendas and supporting materials.
- Record, prepare, and distribute meeting minutes.
- Assist with communication and coordination between board members, committees, and Alumni Affairs staff.
