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Alumnae Programs Coordinator

Employer
Spelman College
Location
Atlanta, GA

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Administrative Jobs
Institutional & Business Affairs, Program Administration
Employment Type
Full Time
Institution Type
Four-Year Institution

Job Details

Job Title:

Alumnae Programs Coordinator

Job Summary:

The purpose of this position is to provide a high level of office management and staff support for the Office of Alumnae Engagement and ensure the successful planning, implementation, promotion and evaluation of programs and activities. On a continuing basis, the Alumnae Programs Coordinator must create guidelines and enhance procedures and methods, which significantly increase efficiency and productivity.

Essential Duties and Responsibilities:

• Provide administrative support to the Director of Alumnae Engagement which includes, but not limited to scheduling and rescheduling appointments and meetings as appropriate; utilizing shared calendaring in Outlook; coordinating arrangements for travel for Director and staff as assigned; prepares expense reports for Director and Associate Director; and manage daily office operations. • Prepares word-processed correspondence and other documents for Alumnae Engagement, and distributes by mail, phone, e-mail, and web-based communications. Compose, draft and proof memorandum. • Coordinates with Alumnae Programs Manager and Senior Alumnae Programs Manage and submits request for various campus services, e.g., catering, custodial, facilities management, media services, public safety to achieve seamless event. • Performs a variety of critical logistical support services including: planning, scheduling, and setting agendas for meetings on/off campus events, etc. • Prepares minutes for department and other signature event committee meetings • Coordinates workflow strategies in the organization and training of Student Workers. • Recruits, organizes and trains student workers and volunteers for special events, including the development of training manuals, procedures, handbooks, and operational policies for non-signature events. • Supervises and coordinates alumnae direct mail mass-production projects; including mail merge, letter and envelop printing, insert coordination, stuffing of envelopes and delivery to mail drop sites. • Works collaboratively with team lead and outside vendors to determine accuracy and adherence to deadlines when using a mailing house. • Serves as Vendor Relations lead for the Alumnae Engagement team by fulfilling such duties as ensuring the timely processing of vendor invoices and providing check-in calls to the vendors during down period to maintain vendor relationships. • Develops presentation materials, using PowerPoint and other programs, set-up and conduct related equipment and operational needs. • Forwards and follows up with data for input into Banner, Anthology and Etrieve management systems as documentation of constituent participation in special events, programs and services to Advancement Services; queries Anthology’s Engagement Scoring module for relative alumnae information such as class year, giving history, etc. • Manages inventory of office supplies; creates requisitions, check request and tracks related expenditures. Ensures proper follow-up of purchases, requisitions and invoices, and confirms accurate and timely payment. Receives and organizes. • Organizes and maintains a complex system of materials, documents, files and records (both physical and electronic materials). Organizes, assembles and/or summarizes information from office files or other sources for the Director’s use during appointments or meetings. • Maintains and updates departmental calendar, including information on events, office activities, project deadlines, event timelines, and related campus community activities • Coordinates event logistics, such as catering, invitation lists, facility reservations, virtual platform access, RSVP management, parking, audio/visual equipment needs for department sponsored programs. • Oversees registration process for major events including Reunion. • Creates and maintains a system of easy access to all reports, policies and procedures as related to Alumnae Engagement. • Assists with maintenance of the Alumnae web page and sends e-communication. • Supervises the distribution of mail to appropriate office personnel. • Revises, updates and maintains policy and procedure manual for the Office of Alumnae Engagement to ensure consistence of routines. • Liaison between Alumnae Engagement and other units on campus; facilitates the vital flow of information between the department and internal and external entities. • Greets and directs visitors, answers phone inquiries, replies to various email addresses and provides routine information to callers and visitors. • Attend alumnae events as appropriate. Some evening events are required.

Required Qualifications:

High School Diploma and five years of related work experience or equivalent combination of education and experience are required. Some college preferred. This position requires strong customer service focus, communication, and time management skills. Must show initiative. Maintains a professional demeanor with the ability to interface with internal and external customers with diplomacy and tact is essential. Independent judgment is necessary to plan, prioritize and organize a diversified workload with attention to detail. Work requires fact-finding and compilation skills plus ability to perform a variety of tasks simultaneously, at times with little supervision. Must be available for some evening and weekend work, as needed. Must exercise independent judgment, deal with confidential matter and utilize problem solving techniques and decision-making skills as situation arise. Excellent oral communication skills are required when providing information and responding to questions from alumnae, students, parents, employees and the general public in one-on-one or group situations. Incumbent must be able to write business correspondence and procedure manuals plus compose memos, letters, and emails. Also, must be able to read, analyze, and interpret documents such as safety rules, operating and maintenance instructions, and procedural manuals. Good proofreading skills are essential. This work requires the ability to perform intermediate level computer skills using the Microsoft Office Suite (Word, Excel, and PowerPoint). Some applications may require advanced skills. In addition to producing correspondence, duties may involve assignments that require creating presentations, mail merges, fliers, forms, and spreadsheets using formulas. Experience using of Outlook, Anthology, Banner Financial Module and Internet navigation, preferred.

Preferred Qualifications:

Some college preferred. Experience using of Outlook, Anthology, Banner Financial Module and Internet navigation, preferred.

Physical Demands:

While performing the duties of this job, the employee is regularly required to: sit, walk, use hands to handle office supplies, operate computer and other office equipment, talk, and hear. The employee is frequently required to: reach with hands and arms, and stand. The employee is occasionally required to: stoop, climb, and lift and/or move up to 15 pounds. Specific vision abilities required by this job include the ability to adjust focus.

Shift:

Days

% Travel Required:

1% - 25%

Full Time/Part Time:

Full-time

FLSA:

Non-Exempt

Number of Vacancies:

1

Posting Number:

SC0358P

Posting Open Date:

11/03/2021

Open Until Filled:

Yes

EEO Statement:

Spelman College is an EEO/Minority/Female/Disabled/Veteran/Title IX Employer and we participate in E-Verify. We are a smoke-free campus.

Organization

Working at Spelman College

Spelman College is a prestigious, highly selective historically Black college that prepares women to change the world. Spelman’s holistic liberal arts education empowers women to excel intellectually, think creatively, serve wholeheartedly, act globally, and lead boldly. Located in Atlanta, Spelman College’s multifaceted, person-centered learning community creates lasting bonds of sisterhood and support. Providing an educational experience unlike any other, Spelman embraces a long-standing and life-changing commitment to academic rigor, career development, community involvement, and positive social impact.

Spelman is part of the Atlanta University Center, the largest consortium of historically Black institutions of higher learning in the world. Its partner institutions include Clark Atlanta University, Morehouse College and Morehouse School of Medicine. Spelman shares cross-registration with its undergraduate partners. The AUC institutions also share the newly renovated Robert W. Woodruff Library.

A historic campus of 32 acres, dating back to 1883, Spelman is five minutes west of downtown Atlanta. There are 25 buildings on the lush, well-manicured campus, including a new, silver LEED- certified green residence hall, The Suites, and The Camille O. Hanks Cosby Academic Center, which houses the Spelman College Museum of Fine Art and the state-of-the-art College Archives.

As a result of its dedicated faculty and staff, Spelman College has gained an excellent national reputation and high rankings in the media’s annual college guides. The College ranks among the top 70 Best Liberal Arts Colleges, consistently ranks as a top producer of Fulbright Fellows and Teach For America candidates, and has the distinction of being the leading producer of Black females who go on to earn doctoral degrees in science and engineering.

Spelman College is also home to SpelBots, the first all-women, African-American robotics team to take part in the international RoboCup competition in 2005, long considered the Olympics of Robotics and artificial intelligence. In addition, the Women’s Research and Resource Center, the WISDOM Center and Center for Leadership and Civic Engagement, as well as the College’s departments of art and drama and dance, are among the many esteemed programs that showcase the College’s strengths in the humanities, arts and service leadership.

Dedicated, talented, and well-qualified faculty members are a hallmark of Spelman College. Home to 183 full-time faculty members, Spelman boasts an 11:1 student/faculty ratio, providing students with greater opportunities to engage with professors across disciplines. The William and Camille Cosby Endowed Professorship Program, for example, supports professorships in the fine arts, humanities and the social sciences. It is a multidisciplinary initiative designed to enhance the intellectual, cultural and creative life of Spelman College and its surrounding community. Previous Cosby Chairs include former Atlanta mayor Shirley Franklin; award-winning author and poet Pearl Cleage, C’71; the Rev. Renita Weems; distinguished scholar and economist William Darity, Ph.D.; and Bernice Johnson Reagon, C'70, an internationally known producer, composer and recording artist, and founder of the Grammy Award-nominated a cappella ensemble Sweet Honey and the Rock.

Spelman faculty have a significant impact on the College’s mission to educate students to lead and serve their communities and the world. To this end, Spelman’s iconic representative is the Millenial professor. The College is strengthening its Faculty Development Program to be comprehensive – recruiting and retaining talented individuals who pursue creative, rigorous scholarship and course development within their disciplines and in multidisciplinary ventures. These professors will also lead the way in internationalizing the curriculum.

As part of the College’s strategic plan for 2015, Spelman’s agenda is to strengthen the academic core of the institution. Constituents such as students, faculty, staff, administrators, alumnae, trustees and community partners participate by taking specific actions called GOALS. Spelman’s faculty goals are: global engagement; ongoing professional development; advising students to prepare not only for careers but for lives of success, leadership, and service; leadership through participation in shared governance; and service learning integrated across the curriculum.

The Spelman MILE – My Integrated Learning Experience – forms the foundation of Spelman College’s strategic plan. Symbolizing a transformational journey of learning, the Spelman MILE will ensure key competencies – such as critical thinking, effective communication, quantitative reasoning, and digital literacy – that Millenial students need for personal success. Student GOALS include: global engagement, including at least one meaningful international travel experience; opportunities for undergraduate research and career-related internships; alumnae connections to strengthen our sisterly bonds early on; leadership development focused on individual potential and best practices; and service learning that pairs hands-on community engagement with coursework shared governance.

Each year, the College hosts Research Day in April, as well as Faculty Research Day in October. Both events are designed to showcase excellence in student and faculty research across academic disciplines.

For more information about Spelman, visit http://www.spelman.edu/.

Company info
Website
Telephone
4042705100
Location
350 Spelman Lane SW
Atlanta
GA
30314
United States

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