ALUMNI RELATIONS COORDINATOR JOB DESCRIPTION

An alumni coordinator title covers a wide range of work. What it means here is specific: owning the engagement pipeline for a constituency of thousands of living alumni, where lapsed outreach translates directly into reduced donor participation and weaker volunteer capacity for the institution. The Alumni Relations Coordinator manages that pipeline from event planning through database stewardship, operating within an Advancement or Institutional Advancement office that answers to fundraising and mission goals. Most of the work is relationship infrastructure - keeping a large, distributed alumni community connected to a school or nonprofit whose long-term financial health depends on that connection.

As the Alumni Relations Coordinator, you sustain and grow alumni engagement programs that directly support an institution's fundraising pipeline, volunteer base, and mission visibility. You operate within an Advancement team, collaborating with development officers, marketing staff, and campus partners to convert alumni relationships into measurable institutional support.

Career Impact: Coordinating alumni engagement for a mission-driven institution builds demonstrated experience in advancement operations, donor pipeline management, and constituency communications - credentials that transfer directly into senior development roles.

Business Impact: When alumni engagement rates climb, annual giving participation follows - the coordinator's work on events, outreach cadences, and database accuracy is what keeps that cycle moving for the institution.

Growth Opportunity: The breadth of this role - spanning event logistics, CRM reporting, content strategy, and volunteer coordination - positions you to move into an Alumni Relations Manager or Major Gifts Officer track within three to five years.

• Plan and execute alumni events of varying scale, from reunion weekends and golf tournaments to online giving campaigns, to meet annual engagement targets.
• Develop and distribute alumni communications across direct mail, email newsletters, and social media channels to maintain consistent constituency contact.
• Manage alumni and volunteer data in the institutional CRM, ensuring records, attendance history, and giving affiliations are current and audit-ready.
• Coordinate with development officers and campus partners to align alumni programming with fundraising priorities and donor stewardship calendars.
• Recruit, train, and support alumni volunteers and ambassadors who represent the institution at campus and community events.
• Monitor and report on engagement metrics monthly, summarizing event attendance, outreach response rates, and volunteer activity for Advancement leadership.
• Maintain and update alumni-facing digital resources including the institutional website, online orientation materials, and registration platforms.
• Support Advancement administrative functions including scheduling, meeting preparation, vendor coordination, and marketing project tracking.

• Bachelor's degree in communications, marketing, nonprofit management, or a related field, or equivalent work experience.
• 2 or more years of alumni relations, advancement, event coordination, or constituent engagement experience, with demonstrated responsibility for managing a program or communications stream.
• Proven ability to manage multiple concurrent projects with competing deadlines and close attention to detail.
• Strong written and verbal communication skills, including experience producing newsletters, promotional copy, or donor-facing content.
• Experience maintaining and querying a constituent database or CRM to support reporting and outreach segmentation.
• Comfortable representing an institution publicly at events, including evenings and weekends, and willing to travel domestically as needed.
• Valid driver's license and reliable means of transportation.

• Prior experience in a fundraising office at an educational institution or a mission-driven nonprofit, with exposure to annual giving or major gifts operations.
• Familiarity with advancement-specific CRM platforms and email marketing systems used in higher education or nonprofit advancement contexts.
• Experience coordinating ambassador or volunteer programs, including recruitment, onboarding, and ongoing performance support.
• Working knowledge of graphic design tools and web content management systems used for alumni communications.

• Alumni event attendance rate against target headcount, measured per event cycle.
• Monthly outreach response rate across email and direct mail alumni communications.
• CRM record accuracy rate, tracking percentage of alumni profiles, current and complete.
• Volunteer and ambassador retention rate year over year within managed programs.
• Annual giving participation rate among alumni segments actively managed by this coordinator.
• Typical tools: Constituent relationship management platforms (commonly Raiser's Edge or similar), email marketing systems (commonly Vuture or similar).

• Base Salary Range: $42,000 to $56,000 annually, varying by institution size and region.
• Bonus: merit-based increases are common, modest performance bonuses at some institutions.
• Equity: not typical in nonprofit or higher education settings.
• Health Benefits: medical, dental, and vision coverage is standard at most institutions.
• PTO: 15 to 22 days annually, plus institutional holidays and possible winter break closure.
• Common Perks: Tuition remission or reduction, professional development funding, and a mission-aligned work environment.

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Reasonable accommodations are available to applicants and employees with disabilities throughout the hiring process and employment. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or any other characteristic protected under applicable federal, state, and local law. Employment in this role is contingent on successful completion of a background check. Candidates must be authorized to work in the United States.

The Alumni Relations Coordinator owns the full cycle of Global Ambassador recruitment, from processing applications and conducting interviews to training and managing ambassadors across campus partnerships. Working closely with Campus Partnerships and program teams, the coordinator builds alumni engagement through professional development support, badge programs, and workshops that strengthen ISA's on-campus presence and participant pipeline.

Key Responsibilities

• Implement recruitment strategies to increase Global Ambassador program participants and engagement.
• Process applications, conduct interviews, and hire prospective Global Ambassadors.
• Train and onboard Global Ambassadors on ISA programs and best practices for campus recruitment.
• Manage Global Ambassadors through monthly check-ins, virtual form processing, and learning management systems.
• Facilitate GA engagement with ISA Global Ambassador Badge Program and process timesheets twice a year.
• Provide professional development support for alumni including resume review, cover letter feedback, and mock interviews.
• Plan and implement GA Workshop in Austin, Texas and cover on-campus recruiting for Campus Partnerships.
• Update alumni and GA resources such as virtual forms, the website, online orientation, and learning management systems.

Required Qualifications

• Bachelor's degree in any field.
• Experience in customer service, marketing, or a related field.
• Experience working on a U.S. college or university campus and in career development activities such as resume review and interviewing.
• Experience studying, researching, living, working, or volunteering abroad preferred.
• Experience in a multicultural setting.
• Proficient in Microsoft Office products including Word, Outlook, Excel, and Teams.
• Familiar with Canva, Instagram, LinkedIn, and WordPress.

Embedded within the Alumni Relations team at Selah House, the Alumni Relations Coordinator leads onsite support, alumni group facilitation, and event planning to create extraordinary experiences for former clients. Working closely with the Alumni Relations Manager, the coordinator drives measurable alumni engagement through follow-up call programs, exit interviews, and community-building activities that support long-term client recovery outcomes.

Core Functions

• Educate staff, clients, family members, and admissions teams on the alumni program and any updates in collaboration with the Alumni Relations Manager.
• Attend and lead all alumni groups and meetings weekly or monthly as directed.
• Conduct meaningful exit interviews with each client discharging from the RTC program.
• Develop and implement all alumni events and activities quarterly and yearly in coordination with the Alumni Relations Manager.
• Set calls and recalls in the database and place follow-up calls at defined intervals including first day, 1 week, 1 month, 3 months, 6 months, and 1 year.
• Document outcome data measurements in Salesforce and report monthly findings summarizing exit interviews and follow-up activity.

Qualifications and Experience

• Bachelor's degree preferably in the mental health field, minimum age of 21.
• Minimum 2 to 3 years of experience in a customer service environment with multitasking priorities.
• Experience leading therapeutic groups.
• Proficient in computer use, social media platforms, phone systems, and office equipment.
• Strong professional communication skills, attention to detail, and ability to organize and follow through consistently.

Reporting to firm leadership, the Alumni Relations Coordinator delivers a broad range of alumni engagement initiatives including content production, database analysis, and technology coordination that connect the firm's attorney network to new business development opportunities. Partnering with marketing, IT, and external vendors, the coordinator transforms alumni data into actionable intelligence that directly supports the firm's growth and relationship strategies.

Primary Duties

• Coordinate and execute the production of alumni relations materials, content, and presentations across internal and external mediums including newsletters, websites, social media, and events.
• Manage content for the Alumni Relations website including writing, curating, and posting content as well as producing newsletters.
• Review, research, update, and maintain alumni data in firm marketing and alumni databases.
• Analyze and distill alumni data to provide actionable intelligence for attorneys, practices, offices, and business development teams.
• Track metrics and prepare reports and updates as needed.
• Coordinate technology maintenance and enhancements with IT and external vendors for Alumni Relations systems.
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Skills and Qualifications

• Bachelor's degree required, Master's degree in business or journalism or JD preferred.
• At least 2 years of experience in business development, marketing, alumni relations, journalism, or a related field, preferably in a law firm or professional services organization.
• Strong attention to detail with excellent organizational, time, and project management skills.
• Outstanding written and oral communication skills including familiarity with AP style guidelines and firm style guides.
• Proficient in Excel for data manipulation and analysis.
• Familiar with CRMs such as InterAction, email marketing systems such as Vuture, and CMSs such as Peoplepath.
• Savvy with social media platforms and able to work independently or as part of a team across multiple offices.

Sitting at the intersection of alumni engagement and mission-driven advancement, the Alumni Relations Coordinator shapes programs and events that keep 15,000 living alumni connected to SLUH's Catholic, Jesuit values. Operating across direct mail, social media, digital channels, and in-person events, the coordinator builds lasting volunteer relationships that sustain the school's fundraising and community goals.

Duties

• Represent and actively promote the Catholic, Jesuit mission of SLUH as a leading ambassador of the school's values.
• Plan, lead, and implement programs and events varying in size and formality including reunions, golf tournaments, and online giving campaigns.
• Develop fresh and creative strategies to keep 15,000 living alumni engaged and supportive of SLUH's mission.
• Communicate dynamically through direct mail, social media, digital channels, and speaking opportunities to keep alumni connected.
• Build and maintain relationships with a wide variety of alumni, volunteers, and community members.
• Direct and engage volunteers who support the school's advancement goals.

Experience and Qualifications

• Bachelor's degree required.
• Three or more years of experience, preferably in a fundraising office at an educational institution, with marketing, business development, project management, or recruiting experience also beneficial.
• Excellent verbal and written communication skills.
• Proficient in LinkedIn, other social media channels, Google Suite, and basic website updating.
• Experience with a CRM system preferred.
• Available to travel and staff scheduled evening and weekend events.

A key member of the Office of Institutional Advancement, the Alumni Relations Coordinator manages alumni communications, event logistics, and database reporting that advance the university's donor relations and engagement goals. Collaborating across marketing, communications, and campus departments, the coordinator ensures alumni outreach remains timely, accurate, and strategically aligned with institutional priorities.

Functions

• Assist in managing the alumni relations website and social media outlets, including developing content strategy, creating original posts, and responding to interactions.
• Assist in producing university e-newsletters and related communications for alumni, including information packets and occasion-based outreach.
• Serve as a customer service representative by sending reminder and thank-you emails and responding to general inquiries.
• Utilize alumni database and CRM tools to maintain attendance records, track volunteer involvement data, and manage key Advancement reports.
• Provide support for events, including drafting marketing tools, creating registration materials, managing invitation and registration lists, and preparing event collateral.
• Provide administrative support for Advancement meetings and events, including scheduling, meeting preparation, work orders, and note-taking.
• Track and monitor marketing projects and coordinate deliverables with on-campus clients and third-party vendors.
• Assist in maintaining the university photo library and other creative assets in collaboration with the Office of Marketing and Communications.

Accountabilities

• Bachelor's degree in any field.
• Experience in administrative support, marketing, alumni relations, communications, fundraising, or a related field required, with preference for experience in advancement or special events coordination.
• Ability to organize and complete multiple tasks simultaneously with close attention to detail and prioritization to meet deadlines.
• Strong interpersonal and communication skills, both written and oral.
• Proficient in Microsoft Office Suite including Word, Excel, and PowerPoint.
• Proficient in social media platforms including Facebook, Instagram, Twitter, and LinkedIn.
• Familiar with graphic design software, HTML, and Raiser's Edge preferred.
• Possess and maintain a valid driver's license with means of transportation.