Alabama State University, Institutional Advancement, invites applications for the Alumni Programs Coordinator position.
The Alumni Programs Coordinator provides programmatic, administrative, event, and constituent-engagement support for Alabama State University's Alumni Relations program. Reporting to the Director of Alumni Relations, the Coordinator is responsible for coordinating recurring alumni programs, chapter engagement activities, reunions, special events, communications, volunteer activities, and associated CRM processes.
The position is designed to expand the operational capacity of Alumni Relations by assuming responsibility for the day-to-day coordination and execution of alumni programs, allowing the Director to devote greater attention to alumni relationship management, strategic engagement, volunteer leadership, cultivation, institutional partnerships, and the development of alumni as philanthropic partners.
This position works collaboratively across Institutional Advancement and with campus partners to create a consistent, responsive, and data-informed alumni experience.
Duties and Responsibilities:
- Coordinate Golden Class and class reunion activities; alumni chapter programs; Homecoming and football-season engagement; 915 Day and other signature initiatives; alumni recognition; regional, affinity, young alumni, volunteer, alumni/student, and virtual programming.
- Maintain annual calendars, timelines, checklists, participant lists, program documentation, and follow-up activities for recurring alumni programs.
- Provide logistical and administrative support that enables the Director of Alumni Relations to concentrate on higher-level alumni relationships and strategy.
- Serve as a primary operational resource for recognized alumni chapters and volunteer leaders.
- Coordinate recurring chapter communications, meetings, information requests, and engagement activities.
- Support a chapter health and engagement process to assess chapter activity, leadership, membership engagement, university connection, and opportunities for support.
- Assist with scheduling and preparation for chapter health calls and document follow-up actions.
- Maintain chapter leadership and contact records within the advancement CRM.
- Develop standardized resources, templates, calendars, forms, and toolkits for chapter leaders.
- Provide year-round operational support for Golden Class and reunion programming.
- Maintain class lists, contact information, participation records, event registration, communications schedules, hotel and travel information, program requirements, and reunion details.
- Coordinate overlapping reunion cycles so planning for the next class can begin while the current year program is underway.
- Work with Development and Advancement Services to identify reunion-related engagement and philanthropic opportunities.
- Maintain reunion participation and engagement information within Raisers Edge NXT.
- Coordinate venue, registration, catering, facilities, audio/visual, photography/video, Athletics, bands and student groups, accommodations, volunteers, guest lists, badges, signage, event materials, check-in, and post-event follow-up.
- Develop standardized event-planning templates and timelines to reduce reliance on fragmented email communication.
- Work with the Philanthropic & Constituent Records Specialist to configure Raisers Edge NXT event functionality, registration, attendance tracking, and follow-up workflows.
- Use Raisers Edge NXT as the central system for documenting alumni engagement and program participation.
- Maintain alumni contact information, chapter affiliation, event and reunion participation, volunteer involvement, communications, interests, and institutional relationships.
- Collaborate with the Philanthropic & Constituent Records Specialist on alumni-specific templates, reports, dashboards, event workflows, and constituent segments.
- Help move appropriate alumni processes from spreadsheets, email, and stand-alone documents into the CRM.
- Coordinate routine alumni communications with the Director of Alumni Relations and Marketing & Communications, including program announcements, invitations, reminders, chapter communications, reunion updates, volunteer communications, surveys, and post-event correspondence.
- Assist in collecting alumni stories, accomplishments, professional updates, photographs, and other content that supports Institutional Advancement storytelling and engagement.
- Maintain an organized alumni communications calendar.
- Provide responsive front-line service to alumni contacting the Office of Alumni Relations.
- Respond to routine inquiries and appropriately route matters requiring the Director or another university office.
- Assist with registration, event information, chapter contacts, university resources, records updates, and general engagement opportunities.
- Develop frequently asked questions and referral protocols so routine inquiries can be resolved efficiently.
- Develop productive working relationships with Development, Advancement Services, Financial Operations, Marketing & Communications, Athletics, Student Affairs, academic units, Facilities, Catering, Information Technology, University Events, bands and performing groups, and other campus partners.
- Maintain clear timelines and responsibility assignments for collaborative alumni programs.
- Serve as the operational connector for alumni programs while the Director remains the relationship and strategy leader.
- Track and report event registrations and attendance, chapter participation, volunteer involvement, reunion participation, communications response, geographic and affinity engagement, alumni record updates, and engagement-to-philanthropy indicators.
- Prepare recurring reports and dashboards for the Director of Alumni Relations and Institutional Advancement leadership.
- Work with Advancement Services to improve the University's ability to understand who is engaged, how they are engaged, and the next relationship opportunity.
First-Year Performance Expectations
- Establish a comprehensive annual alumni programming calendar.
- Develop standardized planning templates for recurring alumni events.
- Establish a consistent chapter health and engagement process.
- Move alumni event participation and engagement tracking into Raisers Edge NXT.
- Develop standardized Golden Class and reunion workflows.
- Reduce administrative and logistical work performed directly by the Director of Alumni Relations.
- Establish a routine alumni inquiry and referral process.
- Improve documentation of alumni interactions and engagement.
- Develop recurring alumni engagement reports and dashboards.
- Establish post-event follow-up and evaluation processes.
- Improve coordination between Alumni Relations and campus partners.
- Increase the Directors available capacity for relationship-building, cultivation, strategic engagement, and alumni philanthropy.
Minimum Qualifications:
Bachelor's degree in communications, marketing, public relations, business administration, hospitality management, event management, higher education administration, nonprofit management, public administration, or a related field.
One to three years of relevant experience in alumni relations, constituent engagement, higher education, event management, nonprofit programming, customer service, volunteer management, hospitality, or a related area. Equivalent combinations of education and relevant professional experience may be considered.
EEOC STATEMENT:It is the policy of Alabama State University to provide equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information or any other protected characteristic under applicable law. SUPPLEMENTAL INFORMATION:Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of the job. Federal law requires identity and employment eligibility verification on Form I-9 within three (3) business days of employment.All positions require the passing of a background check and some the passing of a drug screen.DISCLAIMER:The statements herein are intended to describe the general nature and level of work being performed by the employee in this position. These statements are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of a person in this position.
