The Administrator for the Alumni and Family Engagement and the Alumni Board Association reports to the Senior Director of Alumni and Family Engagement and is responsible for managing administrative functional support and project coordination for the Senior Director of Alumni and Family Engagement and the Alumni and Family Engagement team. The individual will communicate and interact with many constituencies including: internally: Division of Advancement senior leadership, Vice Presidents of college divisions and their staffs; as well as externally with Alumni Association Board members, Regional Council chairs, alumni, donors and friends of the institution. Must effectively manage the Senior Director’s schedule by coordinating the most strategic and effective use of the Senior Director’s time, organizing and managing the alumni and family engagement team needs, as well as coordinating and addressing alumni needs and requests. A key component of the job will be analyzing metric reports to support strategic planning on behalf of the Senior Director and Alumni and Family Engagement team. Curating targeted lists for alumni volunteers, as well analyzing survey results will be a component of this role.
The ideal candidate for this role has experience supporting a member of senior leadership, as well as a dynamic team, reviewing metrics, strong customer service, and working in organizing a collective group of individuals. Expertise on how to analyze data and develop actionable analytics is critical. Attention to detail, familiarity with new technologies, ability to manage several high-visibility projects simultaneously are imperative. All members of the team are expected to support Lafayette College and the Advancement Team’s key initiatives, major events, projects, and strategic goals.
JOB DUTIES AND RESPONSIBILITIES
Essential:
Alumni Associate Board
● Responsible for the preparation, distribution and scheduling of Alumni Association Board and Regional Council correspondence, meeting dockets and minutes, and overall meeting logistics.
● Supports Alumni Associate Board and Regional Councils by:
⮚ Serves as direct contact support to the Steering Committee members of the Alumni Association– President and Vice President
● Coordinate all correspondence with the Alumni Association Board including writing copy, preparing content and determining timely distribution both for engagement and giving.
● Recording the minutes of the meetings of the Regional Councils, Alumni Associate Board and Executive Committee along with maintaining/updating the index for the minutes of the board of Alumni Association. Also responsible for the binding of minutes into book volumes.
● Updating and distributing Charter/Statutes when amended, electronic Board Handbook, directories and contact books, as well as overseeing membership orientation with the support of the Director of Volunteer Management
● Prepares and packages all dockets and other board materials for mailing to Alumni Association and Regional Council members, if requested.
● Serves as point of contact for volunteer leaders in absence of primary contact.
● Oversee the arrangements for group travel including itineraries, room blocks and transportation, conference calls, tracking of rsvp’s for all activities.
● Maintains and updates BoardEffect workrooms for each council as well as the Board.
● Serves as deputy secretary of Trustees and Governance Committee and responsible for the preparation and distribution of meeting materials and minutes.
● Oversee event planning, including print and electronic invitation creation, preparation of work orders, purchase orders, requisitions, budgets, tracking event attendance, name and other related tasks.
Supporting the Senior Director
● Responsible for maintaining the Senior Director’s calendar, including autonomy in scheduling and prioritizing as needed by the Senior Director, follow-up and action items; providing coordination and organizational support for meetings hosted or chaired by the Senior Director and coordinating materials with the VP of Advancement.
● Serve as a steward of highly confidential information and acts as a trustworthy liaison between the Alumni and Family Engagement team and key stakeholders.
● Coordinate the preparation and follow-up for staff meetings by preparing and posting documents, preparing board reports and setting up meetings.
● Compose and review professional correspondence and presentation slide decks; assist with ongoing projects for the team.
● Prepare briefing documents to the President of the College for alumni and family engagement events.
● Coordinate and address needs of the Alumni Association Board.
● Evaluate engagement metrics in determining key individuals the Senior Director of Alumni and Family Engagement should visit while traveling for regional events
Data Analytics
● Support data analysis activities; including strategically identifying data need requests; collect, compile and distribute data and reports to the senior director with action recommendations; oversee budget reports by office coordinator and monitor budgetary spending.
● Coordinate reports from the CRM and use information gained from these reports to direct strategy for event locations, alumni visits and targeted alumni outreach.
● Curate lists from the CRM by managing information and building a list with personally recommended criteria to be distributed to alumni volunteers for their outreach purposes.
● Analyze alumni survey results to offer suggestions on future locations or activities, volunteer generation or strategic follow up by members of the alumni and family engagement team.
REQUIRED QUALIFICATIONS
Education, Experience and Knowledge:
● Bachelor’s degree, or equivalent is preferred
● Minimum of three-year experience is preferred
KEY COMPETENCIES
● Considerable knowledge of office procedures, methods, and techniques; word processing and spreadsheets (Microsoft Word, PowerPoint, and Excel preferred), and/or Google Suite.
● Demonstrate strong problem-solving skills and willingness to take initiatives and work independently while preparing solutions.
● Ability to set priorities and be able to maintain multiple ongoing tasks on a tight deadline.
● Ability to effectively listen in meetings and interactions to anticipate upcoming needs and projects as well as take initiative to coordinate these needs through team staff with feedback from the Senior Director.
● Posses proven experience handling highly confidential and sensitive situations and materials.
● Strong attention to detail and accuracy.
● Excellent planning and organizational skills with an understanding of budgets and a keen awareness of operational strategy and the best use of resources.
● Exceptional written and verbal communication skills, with an ability to relate to a variety of people of all ages and backgrounds.
● Commitment to developing a thorough knowledge of Lafayette College’s history, academic and extracurricular programs, and its faculty, students and administration; maintain a thorough understanding of the College’s key priorities and initiatives of College leadership.
● Willingness to be present for evening and weekend obligations, as necessary.
● Demonstrated commitment to diversity, equity and inclusion.
WORKING CONDITIONS and PHYSICAL REQUIREMENTS
This position requires an individual to be able to support the set-up and oversight of events both on and off campus. The ability to travel independently, lift up to 30 lbs and work nights and weekends is required.
Provide a cover letter, resume, and contact information for three references. https://apply.interfolio.com/171514
The College reserves the right to change or reassign job duties or combine positions at any time.
Lafayette is deeply committed to creating a diverse community, one that is inclusive and responsive and is supportive of each and all of its faculty, students, and staff. All members of the College community share in the responsibility for creating, maintaining, and developing a learning environment in which difference is valued, equity is sought, and inclusiveness is practiced. All Lafayette operations reflect the College’s commitment to Diversity, Equity, Access, and Inclusion (DEAI) initiatives, and Lafayette welcomes applicants from diverse backgrounds.