Description

The Events and Alumni Relations Coordinator supports the Office of Institutional Advancement in the planning and execution of all Foundation and alumni events and the development of alumni engagement. The role manages the planning, execution, direction, and coordination of all details for fundraising events, alumni events, and special events. The Events and Alumni Relations Coordinator is innovative, has creative talent, and is highly skilled in event planning and represents the college in a positive and professional manner.  The position requires a high level of attention to detail, ability to problem solve, and ability to interact well with people. The Events and Alumni Relations Coordinator has great capacity for initiative, prioritizes and manages multiple tasks with a high degree of discretion, and operates in a professional office environment. 

DUTIES AND RESPONSIBILITIES: 

1. Plans and executes all fundraising, alumni, and special events. Signature events include Northwest Soirée, Homecoming Alumni Celebration honoring Alumnus of the Year and Sports Hall of Fame Inductees, Alumni Tailgating, Scholarship Social, Scholarship Ceremony, Faculty and Staff Retiree and Awards Ceremony, Scholarship Golf Tournament, Foundation Board Christmas Party. Additional events include, but are not limited to, donor recognition events, class reunions, reunions of affinity groups
2. Takes the lead on the front-end of events
3. Responsible for alumni development and engagement
4. Ensures effective coordination and communication with internal departments related to event planning and alumni relations
5. Works collaboratively with Marketing and Communications Department in the development of event and alumni marketing pieces, invitations, printed materials, etc.
6. Will be expected to develop a high degree of proficiency on the Advancement Office's database system, Blackbaud Raiser's Edge, which houses alumni and donor data, while maintaining accurate and complete alumni database records, capturing and building biographical and career information of alumni, via social media, surveys, projects, correspondence, website, postal returns and through engagement events
7. Creates action items in the database to record, track, and report alumni information
8. Researches and develops event concepts for fundraising, alumni, and special events; Coordinates, executes and evaluates events from concept to completion 
9. Participates in ongoing training and development to stay current on best practices in event planning and alumni engagement
10. Plans Alumni Board of Directors Meetings with the assistance of Executive Director of Institutional Advancement
11. Seeks volunteers from the Alumni Board of Directors
12. Demonstrates planning and organizational skills and collaborative problem-solving approach
13. Oversees set-up of on-site vendors and catering staff as needed 
14. Provide exceptional customer service to on and off-campus partners and alumni
15. Manages, prepares, and sends alumni correspondence using strategic methods of communication
16. Determines content, writes, and publishes the alumni quarterly e-newsletter
17.  Manages various forms of social media
18. Responsible for highlighting alumni on college website and social media
19. Plays an active role, as a member of the Advancement Team, in contributing to and ensuring the success of fundraising and events
20. Represents Advancement Office at campus events
21. Performs other related duties as assigned by the Executive Director of Institutional Advancement

REQUIRED KNOWLEDGE, SKILLS AND ABILITY

• Proficiency in Microsoft Excel, Word, and Office Suite applications 
• Excellent organizational and time-management abilities 
• Strong analytical and problem-solving skills 
• High level of accuracy and attention to detail 
• Effective written and verbal communication skills 
• Ability to multitask and prioritize responsibilities in a fast-paced environment 
• Professional customer service and interpersonal skills 
• Ability to work independently and collaboratively as part of a team 
• Ability to maintain and demonstrates integrity, professionalism, and ethical conduct

WORK ENVIRONMENT

• Work is primarily performed in a professional office environment within the Institutional Advancement Office 
• Position requires regular interaction with donors, alumni, faculty, staff, students, and community members 
• Occasional evening and weekend work may be required to support college, alumni, foundation, and fundraising events 
• Position may require attendance at off-site meetings, events, and college functions 
• Work involves frequent use of computers, database systems, and standard office equipment
• Employee must maintain professionalism, confidentiality, and a positive attitude in all interactions 

PHYSICAL REQUIREMENT

• Ability to use hands and fingers for typing, data entry, and operation of office equipment 
• Ability to communicate effectively in person, by telephone, and through written communication 
• Ability to occasionally stand, walk, bend, stoop, and reach while performing office or event-related duties 
• Ability to lift and carry materials weighing up to 25 pounds for event setup, office supplies, or records management 
• Ability to travel between campus locations and occasional off-site events as needed 
• Ability to work in a fast-paced environment while managing multiple tasks and deadlines simultaneously                                                                                                                         

APPLICATION

To apply, all applicants must attach and submit the following:

• Application for employment at www.northwestms.edu
• Resume
• Three (3) Professional References (Name, Email and Telephone Number) 

Requirements

REQUIRED QUALIFICATIONS:   

• Bachelor's degree or equivalent work experience in a relevant field; 
• Proficient with computers, the Microsoft Office Suite, and be comfortable using new and changing technology
• Possess creative talent and have experience in event planning
• Possess strong interpersonal, communication and organizational skills 
• Effective at developing and implementing ideas
• Careful about detail and thorough in completing work tasks 
• Events require physical exertion, including lifting of boxes and tubs, moving chairs and tables, loading and unloading supplies 

ATTRIBUTES:

• Demonstrates integrity, professionalism, and ethical conduct
• Takes initiative and willingly accepts new responsibilities and challenges
• Maintains positive and collaborative working relationships with colleagues and donors
• Receives and applies constructive feedback appropriately
• Remains composed and professional in demanding or high-pressure situations
• Demonstrates resilience, adaptability, and persistence when faced with workplace challenges