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Coordinator 1, Alumni Relations

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Hourly Rate Range: 

$20.00 - $21.24 an hour

About SMU

SMU’s more than 12,000 diverse, high-achieving students come from all 50 states and 80 countries to take advantage of the University’s small classes, hands-on research opportunities, leadership development, community service, international study and innovative programs. The University offers a strong foundation in the humanities and sciences and undergraduate, graduate and professional degree programs through eight schools.

Now in its second century of achievement, SMU is increasingly recognized for the ways it supports students, faculty and alumni as they become ethical leaders in their professions and communities. The University’s entrepreneurial spirit lives in people from every academic discipline who see opportunities to create something new in the world – and work hard to bring their innovations to life. SMU’s relationship with Dallas – the dynamic center of one of the nation’s fastest-growing regions – offers unique learning, research, social and career opportunities that provide a launch pad for our students, faculty and alumni to make a global impact. On the most beautiful college campus in the country, SMU Mustangs are energized by unbridled opportunities – from teaching, learning and research to creativity, performance and athletic endeavor.

About the Department:

Development and External Affairs (DEA) supports SMU by securing funding for University priorities; by promoting meaningful involvement in the life and work of the University; by heightening international, national, state and local awareness of SMU; and by supporting the enrollment of a diverse and able student body.

DEA comprises the offices of Office of the Vice President, Annual Giving and Alumni Relations, Development Services, Program Services and Donor Relations, Marketing and Communications, Principal and Major Gifts, and School and Project Development.

SMU continues to leverage the benefits from the largest fund-raising campaign in its history to achieve dramatic increases in academic quality and impact.

About the Position:

This role is an on-campus, in-person position.

The Coordinator provides comprehensive operational support for 6 staff within the Office of Alumni Relations. Role serves as the general point of entry for alumni seeking information from SMU. Role coordinates and oversees administrative needs incl.  scheduling meetings & events; managing phone & email contact outlets; submitting alumni record updates/involvement data for BBEC database.

Role processes/reconciles purchases, invoices & transactions against budgets, contracts & procurement orders. Coordinates some staff travel. Assists with or facilitates event logistics for all local & national alumni events - incl. securing venues/catering, gathering vendor quotes & contracts, RSVPs/attendance tracking & reporting. Manages marketing requests as needed. Drafts, distributes & reports on activity to further alumni & volunteer engagement. Spearheads and optimizes alumni travel, credit card, insurance & other revenue-generating programs.    

Essential Functions:

    Office Management: Provide excellent customer service to external constituents including alumni & parents: monitoring, directing and/or responding to all phone, email & digital inquiries. Gather, update & record constituent contact information requests & relevant correspondence received through mail, phone, email and other digital channels through contact reports in master BBEC database.

    Facilitate donation inquiries received online or by phone, sharing with appropriate fundraisers or gifts processing as needed. Seek necessary information from MarCom and other DEA and AGAR colleagues to respond to all inquiries appropriately and in accordance with SMU and alumni relations' standards. Assist office staff with scheduling online travel through Concur system. Coordinate supply needs.

    Coordinate logistics for at least 28 smaller regional alumni chapter events & home tailgates. Obtain vendor estimates, facilitate food/beverage needs & contracts/payments, collect registrations/track & report attendance, mail/send materials to alumni volunteers. Together with colleagues, facilitate or optimize marketing efforts to enhance events. Recruit volunteers to staff events, as needed. Ensure contractual & departmental compliance for volunteer and staff-led event execution and communications. Execute all event follow-up: manage invoices, produce attendance reports and other any data needed to accurately record next steps in CRM for follow-up from DEA/AGAR colleagues. Assist with all other AGAR events as needed.

    Assist with logistics, preparation & wrap up for volunteer meetings/gatherings of chapter leaders, class Ambassadors, and other constituents. This includes, but is not limited to, scheduling venues/catering/AV/parking, sending invitations/reminders, managing attendance, preparing agendas, printing or gathering content for scripts or slide shows, taking/printing minutes, sending follow-up correspondence & other assets. Provide in-person & behind the scenes support for these & other AGAR meetings.

    Budget and expenditures management: ensure prompt processing of misc. procurement card purchases, deposits and general account reconciliation. Process general alumni relations contracts, invoices and purchasing orders for payment. Produce monthly financial reports for director and other colleagues. Process volunteer reimbursements. Manage Concur statements for AR staff.

    Records tracking: Digitally track and report on volunteer, event attendance and other activity to generate engagement metrics and appropriate follow up tactics from alumni relations channels - including online/phone/mail correspondence, in person events and other methods of contacts initiated by alumni relations office. Coordinate with internal AGAR staff and DEA colleagues to collect and report other engagement data for use by external sources.

    Manage alumni programs with revenue-generating activity, including alumni credit card, alumni travel, and alumni insurance programs. Work directly with vendor and serve as conduit of information for ideas related to program optimization. Manage data lists and reports for year-over-year ROI, tracking against annual goals. Identify new opportunities for alumni partnerships that provide value-adds to alumni base and, using best judgment, share top ideas with Director for appropriate follow-up.

    Manage and sync alumni relations activity and events on team/volunteer Outlook calendars and master calendars for AGAR, DEA, and SMU databases. Regularly communicate these AGAR plans & alumni activity to internal and external constituents to ensure data is received. Collaborate with colleagues to facilitate the collection of key data and messages for alumni audiences. Assist with data distribution to further event promotion on alumni relations websites and social media outlets, as appropriate.

    Provide administrative support to Director of Alumni Relations and serve as administrative backup for Senior Executive Director for Annual Giving and Alumni Relations, working in conjunction with department coordinator, as needed. Other duties as assigned.

Education and Experience:

A high school diploma or equivalent is required. Bachelor’s degree preferred.

A minimum of two years of experience is required. Some event management experience is strongly preferred, especially relating to large scale events.

Previous administrative experience is strongly preferred as is experience with accounting and events management/coordination. Experience supporting multiple staff members in various roles is strongly desired. Experience in a non-profit environment is a plus.

Experience working with cross-departmental data collection and collaborating with colleagues in different organizational areas, strongly preferred.

Knowledge, Skills and Abilities:

Candidate must demonstrate strong verbal and interpersonal communications skills to effectively interact with a wide range of constituencies in a diverse community. Must also demonstrate a strong customer service orientation.

Candidate must demonstrate strong written communication skills with ability to produce error-free written communications. A strong focus on attention to accuracy and detail is essential.

Candidate must possess strong time management, organizational and planning skills with the ability to multi-task in a fast-paced team environment. Must also possess strong problem-solving skills with the ability to be resourceful, proactive, and seek assistance as needed. Strong project management skills and the ability to work independently are essential.

Demonstrated capability in bookkeeping, managing and executing budgets and financial organization is required

Candidate must demonstrate command of all Microsoft Office capabilities. Experience conducting Zoom/online meetings with breakout rooms, required (webinars, preferred.)

Experience with a constituent relations database is preferred and a working knowledge of Blackbaud Enterprise (BBEC) is a plus.  Experience with project management software (i.e., Slack, Airtable, Asana) is desired. Experience or familiarity with managing business-related social media platforms is preferred.

Physical and Environmental Demands:

    Sit for long periods of timeBend, squat, stand, push/pull, kneelWalk for long distancesReach above shouldersHandle objects (dexterity)Carry/lift 25 lbs.
Deadline to Apply:

December 16, 2022

EEO Statement:

SMU will not discriminate in any program or activity on the basis of race, color, religion, national origin, sex, age, disability, genetic information, veteran status, sexual orientation, or gender identity and expression. The Executive Director for Access and Equity/Title IX Coordinator is designated to handle inquiries regarding nondiscrimination policies and may be reached at the Perkins Administration Building, Room 204, 6425 Boaz Lane, Dallas, TX 75205, 214-768-3601, [email protected].


SMU offers staff a broad, competitive array of health and related benefits. In addition to traditional benefits such as health, dental, and vision plans, SMU offers a wide range of wellness programs to help attract, support, and retain our employees whose work continues to make SMU an outstanding education and research institution.

SMU is committed to providing an array of retirement programs that benefit and protect you and your family throughout your working years at SMU and, if you meet SMU's retirement eligibility criteria, during your retirement years after you leave SMU.

The value of learning at SMU isn't just about preparing our students for the future. Employees have access to a wide variety of professional and personal development opportunities, including tuition benefits.

Primary Location: USA-TX-Dallas
Job: Office and Administrative Support
Organization: Development and External Affairs
Schedule: Full-time
Shift: Day Job
Employee Status: Regular
Job Type: Staff
Job Level: Individual Contributor
Travel: No
Job Posting: Nov 28, 2022, 11:27:03 AM
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