Alumni Affairs Coordinator

Salary: Depends on Qualifications

Location : Main Campus - Portales, NM

Job Type: Full time permanent

Job Number: 2024-00245

Department: Advancement and Public Relations

Division: Alumni Affairs

Opening Date: 12/19/2024

Position Overview

Position Summary

Under general supervision from the Director of Alumni Affairs, and in close collaboration with the Executive Assistant for Advancement, this position will serve as the office coordinator and manager, business coordinator, and information center supervisor. In addition to providing strategic administrative support to the Director of Alumni Affairs, the Alumni Affairs Coordinator will take the lead in organizing, implementing, and overseeing various alumni program initiatives. The position will be responsible for managing tasks, and serve as the central point of contact for all administrative communications within the Alumni Affairs office. The coordinator will proactively anticipate needs, resolve issues, and provide high-level support with minimal supervision, ensuring efficient office operations and the success of alumni programs.

Requirements

Duties and Responsibilities:

• Act as the primary administrative point of contact for the Alumni Affairs office, managing communications, including phone calls, emails, and in-person inquiries, while ensuring efficient handling of alumni news and photo submissions
• Lead the planning, coordination, and execution of on-campus and regional alumni events, providing proactive support throughout the planning process and managing post-event follow-up and evaluation.
• Manage Alumni Board relations by facilitating communication with leadership and board members, scheduling meetings, organizing logistics, and ensuring that board activities align with overall objectives.
• Plan, coordinate, and attend a wide range of events and activities, including alumni receptions, commencements, homecoming events, and the homecoming parade, ensuring all aspects run smoothly.
• Supervise and provide leadership to Information Center student employees including training, delegation of tasks; creating schedules, monitoring work hours, and overseeing time sheet submission.
• Utilize advancement Customer Relations Management (CRM) and/or any other technology to manage and analyze, tracking event attendance, update alumni contacts, generate mailing lists, and facilitate bulk data requests and downloads.
• Oversee general office operations, including accounting functions such as invoice payments, budget inquiries, and transfers, deposits, and ordering office and event supplies. Take responsibility for handling travel paperwork, incoming and outgoing mail, and coordinating recognition items and promotional products.
• Identify, cultivate, and steward alumni volunteers. Work closely with volunteer leadership to identify potential volunteers and future leadership.
• Coordinate and produce detailed reports, proposals, and analyses for senior management.
• Promote and foster effective alumni relations through written communication and personal contact with constituent groups, web and email communication, and association social media platforms.
• Provide high-level support to Alumni Board committees and alumni groups.
• Perform other duties as assigned.

Minimum Job Requirements:

• Bachelor's degree or equivalent combination of education and/or experience.
• Experience in higher education advancement directly related to the duties and responsibilities specified is preferred.
• Background in Higher Education Advancement, Event Planning, Public Relations, or Marketing is preferred.
• May request proof of writing sample or designed collateral for certain specialties.

Knowledge, Skills, and Abilities:

• High level of technological skills, including proficiency in the MS Office Suite and general skills in navigating Customer Relations Management (CRM) platforms and related software applications.
• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
• Strong database management skills and ability to produce detailed reports.
• Ability to travel and work flexible hours.
• Ability to plan, organize, and facilitate a range of special events and promotional programs.

Ability to design and write promotional material.

Working Conditions

Physical Demand and Working Conditions:

• Work is sedentary in nature that generally requires exerting up to 10 pounds of force frequently, and up to 25 pounds of force occasionally to lift, carry, push, pull or otherwise move objects, especially when it comes to setting up and tearing down for events.
• Evening and weekend work required for programming needs.

Essential Functions: (As defined under the Americans with Disabilities Act, these include the aforementioned duties and responsibilities, minimum requirements, knowledge, skills, and abilities and physical demand and working conditions. This is not necessarily an all-inclusive listing.)

Additional Information

Application Review Date: Open Until Filled
Condition of Employment: Must pass a pre-employment background check.
Electronic Application Instructions: Electronic applications should be submitted through the "Apply" link on the top of this page. Please attach the following required documents to your electronic application:
Required Documents: Letter of Interest
Please ensure that you attach all required documents even if you have applied for other positions at ENMU as the committee does not have access to those records.
ENMU is an Equal Opportunity/Affirmative Action/Title IX Employer. Eastern New Mexico University is committed to creating a diverse environment and is proud to be an equal opportunity employer. The University does not discriminate on the basis of race, color, national origin, religion, sex (including pregnancy, gender identity, and sexual orientation), age, disability, genetic information, veteran status, or any other protected status in its programs, activities, or employment. People seeking additional information about the University's non-discrimination policy should contact the Affirmative Action Officer at ~~~. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact the office of human resources at ~~~. The University does not discriminate on the basis of sex in its educational programs, activities, employment and admission, and the University is required by Title IX and 34 C.F.R. Part 106 not to discriminate in such a manner. For more information regarding Title IX please click New Mexico is an open records state, therefore ENMU complies with the Inspection of Public Records Act, NMSA 1978, Chapter 14, Article 2, from the Office of the New Mexico Attorney General. Requests for records should be sent to ~~~ . For any other inquires please contact Human Resources at ~~~ or e-mail

Insurance

Insurance for Eastern New Mexico University is offered through the High coverage and low coverage options are offered for medical and dental insurance so employees can choose the plan that's right for them.

• Health insurance is offered through both and the
• Dental insurance is offered through
• Vision insurance is offered through
• Life insurance is offered through and

Retirement

Eastern New Mexico University participates with the , , and

Paid Time Off During the first year of service, full time non-exempt (hourly) employees accrue 7 hours of annual leave and 7 hours of medical leave per month. During the second year of service, full time non-exempt employees accrue 10 hours of annual leave and 10 hours of medical leave per month. During the third and subsequent years of service, full time non-exempt employees accrue 14.66 hours of annual leave and 14 hours of medical leave per month.

Employees must work for the University for three months before they are eligible to use annual leave. Leave accruals will be pro-rated for part time employees. Temporary employees do not accrue leave.

Employee Educational Assistance Plan Eastern New Mexico University offers a tuition waiver for regular employees and retirees. This program waives the tuition for one course (up to four credit hours) per semester. Employees' spouses may be eligible to use the tuition waiver during any semester that it is not being used by the employee.

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How did you hear about this employment opportunity?

• Albuquerque Journal
• Amarillo Globe News
• Chronicle of Higher Education
• Clovis News Journal
• ENMU Website
• Lubbock Avalanche
• Portales News Tribune
• Ruidoso News
• Roswell Daily Records
• Alamogordo Daily News
• Professional Journal
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