Mar 04, 2024

COORDINATOR OF ALUMNI AND PARENT RELATIONS

$21.63 - $24.04 hourly
  • Harvey Mudd College
  • Claremont, CA 91711
Full-Time Education

Job Description

COORDINATOR OF ALUMNI AND PARENT RELATIONS

OFFICE OF COLLEGE ADVANCEMENT

Position Summary:

The Office of Alumni and Parent Relations (APR) supports the mission of Harvey Mudd College by creating and managing programs, events, activities and resources that cultivate lasting, meaningful relationships between the College and its alumni, parents and students in order to increase advocacy and support. The Coordinator for Alumni and Parent Relations performs a broad range of highly skilled administrative work that supports the activities and management of APR. Primary areas of support include planning and execution of regional and travel events, management of the Alumni Association Board of Governors (AABOG), and functions related to departmental budgets and fiscal operations. Ability to stay abreast of changing organization, policies and procedures and to exercise frequent independent judgment in making moderate administrative decisions is essential. Occasional weekend and evening work will be required.

About Harvey Mudd College:

Located in the heart of Claremont, California, 35 miles east of Los Angeles, Harvey Mudd College is a highly selective undergraduate liberal arts college offering degrees in science, technology, engineering, and mathematics. HMC enrolls about 900 students and is a member of The Claremont Colleges, which comprises five undergraduate colleges and two graduate institutions. According to students, professors, and alumni, what makes Harvey Mudd distinctive is its collaborative, cross-disciplinary nature. The working environment is built on collaborative relationships between and among all members of the campus community and a deep commitment to the College’s mission to educate students “so that they may assume leadership in their fields with a clear understanding of the impact of their work on society.”

Duties and Responsibilities:

  • Partner with APR team to establish, build and maintain strong and productive relationships with alumni and parents - locally, nationally and internationally; maintain regular communication with alumni and parents through available channels including personal contact, mail and email correspondence, web-based technology and social media networks.
  • Support the planning and execution of a comprehensive schedule of local and regional alumni and parent in-person events that promote the College's mission and inspire alumni and parent support the College's priorities. This will include Presidential events, events featuring faculty and senior administrators, networking events, alumni/student events, welcome events for incoming families and students, and collaborative events with the other Claremont Colleges.
  • Support the planning and execution of strategic virtual engagement opportunities intended to build stronger affinity and awareness of College priorities among alumni, parents, students, faculty and College administrators.
  • Manage all fiscal operations of APR, including but not limited to accurate and timely budget tracking, Workday functions (vendors, payments/reimbursements, journal entries, purchase card reconciliation, etc.), and external accounts including the Hartman fund and the AABOG discretionary fund.
  • Work with Executive Director and Director to manage the activities of AABOG.
  • Serve as a secondary web content editor for the Alumni Association website.
  • Coordinate with Advancement Communications to facilitate email and print event announcements as needed for regional programs, travel programs and special events.
  • Work with APR team to coordinate and support communications that promote parent and alumni engagement, including event marketing materials, content for the HMC Magazine and content for the monthly e-newsletters.
  • Partner with the Associate Director to oversee registration processes for regional, travel and special events as needed. Ensure accurate registration counts and maintain integrity of event data in the Advancement CRM and other tracking resources.
  • Assist the Alumni and Parent Relations team as needed in the planning and execution of other alumni and community events, including Family Orientation, Family Weekend and Alumni Weekend.
  • Interact with other offices as needed to support APR events and programs, including Facilities and Maintenance, Dining Services and Computing and Information Service.
  • Create appropriate written correspondence when needed and prepare/finalize a wide variety of draft documents with correct spelling, punctuation, and grammar consistent with Advancement Office operating procedures. Produce accounting reports, spreadsheets and other routine and non-routine reports and documents as needed.
  • Apply knowledge of activities, policies and procedures in responding to requests for assistance and information that are received in-person, over the phone, through written correspondence and via email. When necessary, refer requests to appropriate personnel in APR or the Advancement Office.
  • Provide backup to Advancement functions outside of APR as needed.
  • Perform other duties and tasks as assigned.

Required Knowledge, Skills and Abilities:

  • Highly developed customer service and organizational skills.
  • Ability to coordinate multiple events/projects simultaneously with good attention to detail and high-quality outcomes.
  • Knowledge of business mathematics and bookkeeping procedures. Technical ability to maintain multiple accounts, monitor purchase agreements, contracts and other accounting matters for the department/office.
  • Ability to multi-task, prioritize work, and finish assignments by established deadlines.
  • Demonstrated proficiency in Microsoft Office (i.e., Word, Excel, and PowerPoint) and ability to quickly learn and apply other software.
  • Exemplary communication skills (both written and oral); ability to write legibly; follow written and oral instructions in English.
  • Excellent spelling, proofreading and editing skills and knowledge of business writing procedures.
  • Ability to compose written correspondence and develop reports, agendas, and conference materials.
  • Ability to exercise good judgment and take initiative in managing goals and assignments.
  • Ability to work both independently and as a collaborative member of the diverse College Advancement team.

Required Qualifications:

Education: Graduation from high school plus two or more years of college or business school equal to at least two years of college, with courses related to office administration and basic accounting; or any combination of education, training and experience that provides the required knowledge, skills and abilities of the position.

Experience: Two or more years of increasingly responsible related experience, preferably in an academic institution, that provides the knowledge, skills and abilities required.

Preferred Qualifications: Five or more years of related experience in an academic or non-profit setting. Experience with event coordination and budget monitoring strongly preferred.

Physical Requirements:

While performing the duties of this job, the staff member is regularly required to sit; stand use hands and fingers and talk or hear. The employee is occasionally required to reach with hands and arms. The individual must regularly lift and/or carry up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Hours:

The regular hours are 8:00 a.m. to 5:00 p.m., Monday – Friday. Some evening and weekend hours will be required.

Classification:

This is a non-exempt, full-time, benefits-eligible position.

Salary

The anticipated starting salary range is $21.63/hour to $24.04/hour. Salary will be commensurate with qualifications and experience.

Reporting:

Reports to the Executive Director of Alumni and Parent Relations.

 

Application Process: (Only leave this section for the external postings)

Application Procedures:

Please visit www.hmc.edu/employment to view a complete job description for this position and obtain information on how to submit an application. Information about HMC’s competitive benefits package is available at www.hmc.edu/hrbenefits.

Deadline to apply: (Only leave this section for the external postings)

Position will remain open until filled.

Additional Information:

All faculty and staff (including contract workers) who are employed at HMC and for whom the COVID-19 vaccine is approved/authorized by the FDA, must be vaccinated against COVID-19, including the COVID-19 vaccine booster and provide proof of vaccination and booster, unless an exemption from this policy has been granted as an accommodation or otherwise.

This job description defines the essential job duties of the position. Harvey Mudd College expects that employees hired for this position can perform the essential functions of the job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act.

Regular employment at the College is for no specified period; conditions and status of employment (hours, pay, title, duties, etc.) are subject to change at any time. Employment is at-will and employees, and likewise the College, are free to end the employment relationship at any time, for any reason, with or without notice or cause, unless otherwise prohibited by law.

Occupations

School-College Administration, Fundraising

States

CA

Salary

The anticipated starting salary range is $21.63/hour to $24.04/hour. Salary will be commensurate with qualifications and experience.

Security Clearance

NO Security Clearance

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