Alumni Engagement Coordinator

Ball State University

Muncie, IN

ID: 7079699 (Ref.No. BSUhttps://bsu.peopleadmin.com/postings/25311)
Posted: June 10, 2021
Application Deadline: Open Until Filled

Job Description

Provide administrative support to the Associate Directors of Alumni Engagement for both Collegiate and Affinity Programs and several other Alumni Engagement professionals. Provide support and services to the respective constituent volunteer boards including coordination for general meetings, programs, and alumni events. When necessary, provide administrative support to the Alumni Engagement Office and have the ability and willingness to work some evenings and weekends.
Do you have experience in the areas of administrative support and working with volunteers? Would you like to work with an energetic, award winning group of staff at a unified foundation, one with no barriers between advancement, alumni relations and stewardship? Under an empowering, entrepreneurial management philosophy, our integrated team is engaging alumni, raising funds, and serving donors in better ways. Would you like to join us?

Job Function:

Provide administrative support to the Associate Directors of Alumni Engagement for both Collegiate and Affinity Programs and several other Alumni Engagement professionals. Provide support and services to the respective constituent volunteer boards including coordination for general meetings, programs, and alumni events. When necessary, provide administrative support to the Alumni Engagement Office and have the ability and willingness to work some evenings and weekends.

Minimum Education:

Associate's degree or equivalent.

Preferred Education:

Bachelor's degree.

Minimum Experience:

At least one year of office/administrative support or related experience.

Preferred Experience:

Three or more years of related experience; experience working with volunteers and academic unit administration and faculty.

Duties and Responsibilities:

  • Provide full administrative support in Alumni Engagement to include, but not limited to – document preparations, forms and requisitions (such as travel); coordinate space; equipment and services for events and meetings; data management; correspondence and perform business interactions.
  • Provide an additional level of customer service and support to internal partners, affinity groups, and alumni volunteer leaders, particularly when the professional staff are unavailable.
  • Provide general event support and assist in the coordination of events with regard to customer inquiries, catering, venue confirmation, event details, virtual meetings, coding attendees, follow-up, and being the first point of contact for reservations; when appropriate and needed, represent the Alumni Association by coordinating and working registration during events, programs, and/or meetings.
  • Provide administrative support for new and existing Alumni Affinity Groups and Reunions. Assist in coordinating programs, meetings, events, and reunions (i.e., Greek, Black Alumni Constituent Society, Latinx, LGBTQ+, University Singers, etc.) Assist with Homecoming alumni programming and CharlieTown pregame football events.
  • Perform other related duties as assigned.
  • Maintain regular and predictable attendance.
  • Provide support to the Senior Director for programs such as lifelong learning webinars, career and professional development events and programs, Alumni Leaders Conference, etc.
  • Provide administrative support for the overall Alumni Awards program – data collection, review and tracking selection of the Distinguished Alumni Award, Alumni Award of Achievement, Honorary Alumni Award, Benny Award, and Graduate Of the Last Decade (GOLD), including minutes and coding of alumni awards. Order appropriate recognition pieces.
  • Assist with the ordering and maintaining supply for Alumni Association promotional items
  • Manage and respond to incoming phone inquiries and provide customer service support to alumni requesting information


At Ball State University, we recognize inclusive excellence as an integral endeavor to fulfill our University’s mission and our strategic plan. We recruit, support, and retain a diverse population of students, faculty, and staff. We encourage and reward diversity of thought. We promote a work environment that encourages and rewards innovation and creativity. We pledge to keep Inclusive Excellence at the highest level of institutional importance and as a foundation in all that we strive to do. Our over-arching goal for Inclusive Excellence is to adopt a university-wide Inclusive Excellence approach to academic, administrative support, and service functions of the university. We believe Inclusive Excellence must be infused in every step we take.



 

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