ALUMNI RELATIONS MANAGER JOB DESCRIPTION

When alumni go years without a meaningful touchpoint, giving rates fall and institutional memory fades. The Alumni Relations Manager rebuilds and sustains those connections, managing a structured portfolio of constituents that may span historic living awardees, parents of graduates, and current-year honorees. This role owns the full stewardship cycle from first outreach through major gift solicitation, working within development and philanthropy teams that depend on relationship depth to hit annual fund targets. Donor data integrity and event coordination are daily realities.

As the Alumni Relations Manager, you will cultivate and steward a portfolio of alumni constituents to increase philanthropic engagement, giving participation, and long-term loyalty to the institution. You will operate within a development or philanthropy team, collaborating with marketing, annual giving, board liaisons, and academic or programmatic staff to translate alumni relationships into measurable advancement outcomes.

Career Impact: Experience managing a named constituent portfolio, running major gift solicitation cycles, and stewarding board-level volunteers builds a profile that translates directly into senior development roles such as Director of Alumni Relations or Major Gifts Officer.

Business Impact: The alumni relationships this role manages directly determine whether annual fund participation grows, whether reunion giving campaigns close, and whether legacy donors remain connected to the institution's mission.

Growth Opportunity: Exposure to gift solicitation strategy, budget management, and cross-functional campaign leadership positions the Alumni Relations Manager to move into broader advancement or development director roles within three to five years.

• Manage a dedicated portfolio of alumni constituents including awardees, parents of alumni, and board volunteers to ensure consistent, meaningful engagement.
• Lead regional trip planning, on-site tours, and Awards Ceremony coordination to deliver high-quality in-person alumni experiences.
• Coordinate and write alumni communications including e-newsletters, social media content, class notes, and annual report contributions.
• Partner with the annual giving office and development team to support major gift solicitation, reunion giving campaigns, and year-end fundraising follow-up.
• Develop and maintain a stewardship tracker and constituent records within the donor database to ensure data accuracy and portfolio visibility.
• Build a student-to-alumni pipeline by engaging current students in philanthropy education and connecting them to alumni networking opportunities.
• Recruit and steward alumni board members, managing meeting agendas, minutes, and follow-up to keep volunteer leaders active and informed.
• Envision and implement alumni engagement events on and off campus, including affinity group gatherings, panels, and mentorship programs.

• Bachelor's degree in a relevant field or equivalent work experience.
• 2 or more years of alumni relations, development, or constituent engagement experience, with demonstrated ability to manage a relationship portfolio.
• Experience working with volunteers, board members, or leadership committees in a nonprofit or educational setting.
• Proven ability to coordinate and execute events from planning through on-site management for diverse alumni audiences.
• Strong written and verbal communication skills with ability to draft donor correspondence, proposals, and alumni content across multiple channels.
• High level of organization and attention to detail, with ability to manage multiple concurrent projects and meet deadlines independently.
• Ability to maintain donor confidentiality and handle sensitive constituent information with discretion and professionalism.
• Willingness to work flexible hours including evenings and weekends for alumni events and fundraising activities.

• 5 or more years of progressive experience in alumni relations or advancement, with exposure to major gift solicitation cycles.
• Familiarity with higher education or independent school alumni programming structures including reunion giving, class captain programs, or affinity networks.
• Experience managing alumni social media accounts and contributing alumni content to institutional marketing channels.
• Prior experience administering or maintaining a constituent management system or donor database at a portfolio level.

• Alumni portfolio contact rate, measuring the percentage of assigned constituents reached per quarter.
• Annual fund participation rate among managed portfolios, tracking year-over-year change.
• Event attendance count per alumni program, reflecting constituent engagement with in-person and virtual touchpoints.
• Donor database record accuracy rate, measuring completeness and currency of biographical and contact data.
• Major gift pipeline activity, tracking the number of solicitation-ready alumni identified and moved through the cultivation cycle.
• Typical tools: Donor database platforms (commonly Blackbaud Raiser's Edge, DonorPerfect, or Ellucian Advance), constituent management systems (commonly Almabase or Veracross)

• Base Salary Range: $48,000 to $68,000 annually, varying by institution size and region.
• Bonus: Typically not standard, though some institutions offer year-end merit increases.
• Equity: Not applicable in nonprofit and education settings.
• Health Benefits: Medical, dental, and vision coverage is standard at most institutions.
• PTO: 15 to 20 days annually, plus institutional holidays and academic calendar breaks.

Tuition remission or reduction, professional development funding, and flexible scheduling around academic calendars.

Employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, veteran status, genetic information, or any other characteristic protected under applicable federal, state, and local law. Candidates requiring a reasonable accommodation during any stage of the hiring process are encouraged to notify the hiring team. A background check and TB screening or equivalent health clearance may be required as a condition of employment. All candidates must be authorized to work in the United States prior to their start date.

Discover what employers expect from Alumni Relations Managers with detailed job descriptions spanning higher education, arts, and independent schools.

The Alumni Relations Manager owns a dedicated portfolio of historic living alumni, family members, and new awardees, maintaining biographical records in Donor Perfect and coordinating Awards Ceremony logistics on behalf of the Hall. Working closely with the Archive and Collections team and board leads, the Alumni Relations Manager delivers stewardship activities, major gift solicitation support, and weekly progress reports that sustain long-term donor relationships and annual fund growth.

Key Responsibilities

• Manage a dedicated portfolio of alumni relationships, including awardees and their corporate support team members.
• Call or email to check in with alumni in your assigned portfolio on a regular basis.
• Keep all board leads associated with alumni in your portfolio up to date on all activities.
• Acquire relevant photos and archival assets related to alumni in partnership with the Archive and Collections team.
• Document alumni interactions and update biographical information in the Donor Perfect database.
• Keep alumni advised when they or their family members will be featured in any materials.
• Play an active role in major gift solicitation and year-end annual fund solicitation processes.
• Lead regional trip planning, meeting coordination, tours, and Awards Ceremony invitations and coordination.
• Attend marketing meetings and contribute ideas for alumni posts focusing on Celebrated Alumni and newest awardees.
• Prepare alumni content for the annual report and develop or review alumni proposals.

Required Qualifications

• Bachelor's degree in a relevant field, or an associate degree with several years of equivalent experience.
• 2+ years of relevant experience in alumni relations, development, or a related field.
• Knowledge of automotive history and familiarity with the Automotive Hall of Fame's mission are advantages.
• Proficiency in Microsoft Suite and experience using Donor Perfect or other donor databases.
• Strong written communication skills with the ability to prepare reports, proposals, and alumni content.
• High level of organization with close attention to detail and strong project management abilities.
• Professional demeanor in all communications, whether in person, by phone, by email, or by letter.
• Ability to work flexible hours, including occasional evenings and weekends.

Embedded within the Idyllwild Arts Foundation development team, the Alumni Relations Manager serves as the primary representative to Academy Alumni, building a lasting culture of engagement by managing an Alumni Directory, coordinating campus events, and implementing giving programs that connect constituents internationally. Working closely with the Development team and Arts Enterprise Laboratory staff, the Alumni Relations Manager advances philanthropic support by cultivating alumni giving, recruiting notable alumni for program participation, and deepening long-term relationships between alumni and the Foundation.

Core Functions

• Create and manage an Alumni Directory accessible by all alumni constituents to stay connected beyond their academic years.
• Develop alumni communities to build a culture of involvement and engagement with Idyllwild Arts Foundation.
• Educate current students about philanthropy to foster a desire to invest in the Foundation when they become alumni.
• Actively identify, cultivate, and motivate alumni to make charitable gifts in collaboration with the Development team.
• Develop systems to capture and archive comprehensive data, stories, and successes of alumni to share across the community.
• Recruit notable alumni for program participation, open houses, and meetings with prospective families.
• Identify notable alumni to return to campus for speaking engagements, masterclasses, or panel discussions.
• Envision and implement alumni engagement events across the US and internationally to cultivate philanthropic support.
• Manage the IAF Class Captain program, including identifying prospects, tracking captains, and engaging them in annual fund initiatives.
• Raise the profile of alumni on campus by highlighting accomplishments during school and other venues.
• Explore online, digital, and social media engagement tools to strengthen alumni networking and communication.

Qualifications and Experience

• 2+ years of independent school experience or alumni and parent relations experience.
• Valid California Driver's License and ability to pass a criminal history background check and TB screening.
• Proven experience engaging key constituencies at a school or other nonprofit organization.
• Experience working with volunteers and board members in a development or alumni relations context.
• Strong writing, oral, and presentation communication skills with ability to contribute to social media accounts.
• Attention to detail and strong project management skills with ability to meet deadlines independently.
• Demonstrated ability to think strategically, influence others, and maintain donor confidentiality.
• Flexible, positive, patient, and capable of active listening with a sense of humor.
• Ability to work and live within the Idyllwild community or commute reliably during winter months.

Reporting to the Executive Director, the Alumni Relations Manager leads the university's alumni board, manages a sustainable budget for alumni programming, and builds a student-to-alumni pipeline that increases giving and long-term engagement. Partnering with colleges, schools, and the annual giving office, this role shapes data-driven events and digital communications that expand alumni participation across age groups, majors, and professions throughout the university community.

Primary Duties

• Recruit and steward alumni board members and serve as liaison to the group throughout quarterly meetings.
• Implement digital and in-person alumni programming such as reunion giving, homecoming, mentorship, and "Professor for a Day."
• Work with the annual giving office to increase alumni giving, participation, and engagement across time, talent, and opportunity.
• Build alumni chapters, communities of practice, and affinity networks in collaboration with colleges and schools.
• Create data-driven, results-oriented alumni events that provide touchpoints for all alumni age groups and professions.
• Coordinate and write communications, including quarterly e-newsletters, social media posts, and class notes for future publication.
• Develop and manage a sustainable budget for alumni relations activities in consultation with the Executive Director.
• Build a student-to-alumni pipeline program through active engagement with student affairs and relevant university entities.
• Maintain and edit the university's alumni relations web pages and ensure alumni data is kept up to date.
• Travel in and out of state for alumni and other university events as required.

Education and Experience

• Bachelor's degree preferred, with 5-7 years of experience in alumni relations, development, or a related field.
• Valid California Real ID Driver's License and proof of insurability.
• Prior experience in an educational environment and in an alumni or development role.
• Expertise in higher education alumni programming and best practices.
• Strong analysis, assessment, and evaluation skills with the ability to develop and coordinate multiple programs simultaneously.
• Proficiency in MS Office Suite and complex CMS platforms such as Blackbaud's Raiser's Edge or Ellucian Advance.
• Effective verbal and written communication skills with strong interpersonal and negotiation abilities.
• Natural ability to connect with people, maintain confidentiality, and work independently or within a team.
• Ability to work early mornings, evenings, and weekends as needed.

Sitting at the intersection of community engagement and philanthropic development, the Alumni Relations Manager serves the Philanthropy and Community Engagement team by managing Leadership Committees, coordinating alumni events, and building giving pipelines that connect alumni and parents of alumni to the school's mission. Operating across departments, including MarComm and PACE, this role cultivates lasting relationships with alumni from senior year through college and beyond, supporting annual fund growth and a culture of sustained school connection.

Duties

• Manage the Alumni Leadership Committee and Parents of Alumni Leadership Committee, including recruitment, engagement, and recognition.
• Receive alumni visitors, tour as needed, and create a welcoming atmosphere for all incoming alumni communications.
• Work with the MarComm department on publications and alumni webpages to gather and communicate events, class notes, and recognition.
• Manage the Almabase platform and alumni and parents of alumni social media accounts on an ongoing basis.
• Plan, implement, and actively market all alumni and parents of alumni events while serving as event coordinator.
• Create avenues for alumni to network with each other for internships, job connections, and volunteer opportunities.
• Develop events for alumni affinity groups and coordinate with PACE staff to encourage giving to the annual fund and other philanthropic activities.
• Develop relationships with seniors to build connections that can be sustained through college and beyond.
• Coordinate the Capstone Alumni Panel, the 100 Days Until Graduation event, and the recruitment of alumni College Connectors.
• Introduce new staff to the alumni program and engage veteran staff to stay connected and attend alumni events.

Skills and Qualifications

• Bachelor's degree with 2-5 years of relevant experience, or an equivalent combination of education and comparable experience.
• 2-3 years of volunteer management experience preferred, along with event planning and fundraising experience.
• Experience working with a constituent management system and in an independent school environment is preferred.
• Fluency with social media platforms and strong written and oral communication skills.
• Competency with Microsoft Office Suite and ability to learn integrated database software such as Veracross.
• Strong organizational and self-management skills with the ability to juggle multiple priorities and maintain confidentiality.
• Flexible, positive, truthful, and purposeful in communications, with the ability to interact comfortably with a wide range of people.
• Willingness to work some evenings and weekends for alumni meetings and events.