University Advancement and External Relations

JOB SUMMARY:

REPORTS TO: Director of Alumni Relations

RESPONSIBILITIES & DUTIES:

• Event Logistics & Execution: Assist the Director and Associate Director in the planning, coordination, and execution of alumni and donor events (e.g., Spirit Weekend, regional gatherings, networking nights, and academic ceremonies). Handle logistical details including venue booking, catering orders, registration tracking, nametag creation, and packing event materials.

• Customer Service & Front-Line Engagement: Serve as the welcoming first point of contact for the Alumni Relations office. Respond to alumni inquiries via phone, email, and in-person visits with a highly positive, professional, and helpful demeanor.

• Communications & Digital Support: Assist in drafting and deploying alumni communications. Help manage alumni social media channels, update website content, build email invitations, and coordinate mass mailings to ensure consistent and engaging outreach.

• Administrative & Team Support: Provide day-to-day administrative support to the Alumni Relations team, including processing invoices, tracking unit expenses, scheduling meetings, and taking minutes for volunteer committees (e.g., Alumni Advisory Council). Provide flexible, as-needed administrative support to the wider Advancement team during major initiatives like Giving Day or the Annual Gala.

• Data Management & Reporting: Ensure the accuracy of alumni data by actively updating contact information, employment details, and event attendance in the advancement database (e.g., Raiser’s Edge, Salesforce). Pull basic registration lists, name tags, and post-event reports.

• Professional Responsibilities: Participate in team meetings, and assist with cross-departmental projects. Note: This role requires occasional evening and weekend work to support special events.

• Perform other job related duties as assigned.

REQUIREMENTS (Knowledge, Skills, and Abilities):

• Exceptional interpersonal and customer service skills, characterized by a warm, positive, and collaborative demeanor.

• Strong organizational and project management skills, with a keen attention to detail and the ability to juggle multiple tasks simultaneously.

• Excellent written and verbal communication skills, including the ability to proofread and draft basic correspondence.

• A "pitch-in" attitude with the flexibility to adapt to changing priorities and support various members of the advancement team as needed.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace. Experience with social media management, email marketing platforms (e.g., Mailchimp, Constant Contact), or CRM databases is a strong plus.

EDUCATION AND EXPERIENCE REQUIREMENTS:

• Bachelor’s degree is required.

• One to three years of experience in administrative support, event planning, customer service, or communications. (Internship or student-worker experience in a university setting is acceptable).

• Prior experience in higher education, alumni relations, or non-profit development is preferred but not required.

ABOUT ADELPHI: