Constituent Relations and Events Coordinator - Bay Path University

Supervisor: Director of Annual Giving and Alumni Relations

Position Code: CREC

Status: FT

Hours: 8:30 AM - 5:00 PM

Job Location: On Ground, Remote Hybrid

Exempt (Yes/No): No

JOB SUMMARY:

The Constituent Relations and Events Coordinator plays a key role in fostering a culture of community and engagement within the student experience, with a strong emphasis on engaging both on-campus and online student populations in meaningful and lasting ways. This position is critical in developing innovative programs and communications that cultivate lifelong connections to the university and inspire giving prior to graduation.

The Coordinator serves as the primary liaison to the Alumni Association Council (AAC), managing all aspects of full council and committee meetings, communications, and volunteer support to ensure meaningful participation and successful outcomes.

As the lead event planner for the Advancement office, the Coordinator oversees the planning and execution of all donor, alumni, and student philanthropy events, ensuring high-quality experiences that enhance engagement and reinforce the importance of philanthropy in the university's mission.

This role is ideal for a creative, organized, and relationship-focused individual who is passionate about community building, enjoys working across diverse populations, and thrives in a fast-paced, collaborative environment.

ESSENTIAL JOB FUNCTIONS:

Student Philanthropy and Engagement (20%)

• Design and implement programs that cultivate a culture of philanthropy among current students, with a special focus on both on ground and online student populations.
• Develop and execute initiatives that educate students on the impact of giving, including philanthropy-focused events, campaigns, and communications.
• Collaborate with campus partners (Student Life, Office of Community, Career Services, etc.) to integrate philanthropy education into student programming and traditions.
• Build connections between students and alumni through mentorship opportunities, events, and volunteer programs (Students Today Alumni Tomorrow-STAT)

Volunteer Engagement (25%)

• Serve as the primary liaison for volunteer engagement, overseeing the coordination and promotion of current volunteer opportunities and facilitating meaningful connections between constituents and relevant programs.
• Act as primary point of contact for our Bay Path Alumni Association Council (AAC) overseeing the scheduling, planning, and execution of full council and committee meetings.
• Manage meeting logistics, including agendas, minutes, communications, and follow-up to support effective volunteer engagement.
• Build relationships with AAC members to foster a strong, informed, and active council.
• Support the recruitment, onboarding, and stewardship of alumni advisory council members and volunteer leaders.
• Serve as primary point of contact in developing an alumni association affinity group for Cambridge College.

Event Planning and Execution (30%)

• Serve as the lead event planner for all Advancement office events, including student philanthropy programs, donor and alumni receptions, AAC meetings, and signature events like Reunion and Millennium Society Event.
• Work with volunteer milestone class representatives on class giving fundraising initiatives.
• Oversee event logistics from start to finish, including planning timelines, budgets, vendor coordination, invitations, RSVPs, and day-of event management.
• Collaborate with campus departments to align Advancement events with university-wide programming and priorities.
• Act as a representative of the Advancement team at key campus and virtual events, ensuring a visible presence in student, parent, and alumni activities.
• Foster partnerships with campus stakeholders to promote Advancement initiatives and identify new opportunities for engagement.

Advancement Centric Communications (10%)

• Collaborate with the Marketing and Communications team to manage and execute advancement-related communications, including social media content and constituent/donor engagement initiatives.

Strategic Collaboration (5%)

• Participate in strategic discussions regarding donor cultivation, solicitation, and stewardship.
• Support broader Advancement team initiatives and campaign activities.

Administrative Support and Data Management (5%)

• Maintain accurate records of engagement activities, volunteer participation, and event attendance using the university's CRM.
• Assist with communications such as newsletters, event promotions, and stewardship touchpoints.
• Prepare reports and presentations to track engagement efforts and assess program impact.

Other Duties (5%)

• Assist with special projects and perform other duties as assigned to meet departmental and university goals.
• Attend trainings as required.
• If you operate a University owned, leased or personal vehicle at any time while performing your duties you must follow all policies and procedures outlined in the Operations Manual. You must have a valid driver's license and must successfully pass the online safe Driving Course and driving record check at time of hire and annually thereafter. Additionally, you must report any driving offense, on or off company time, which causes a loss, suspension, or any other change in your license status. You must report this change within one business day of the offense. You can report this change to the Human Resource Department or your direct supervisor. Failure to do so can lead to disciplinary action, up to and including terminations.

This list of essential job functions and other responsibilities is representative of those duties and responsibilities that are required of this position. However, the list is not to be considered as all-inclusive. A supervisor or director may assign other duties and/or other duties at alternate locations to meet mission requirements of the University and cooperation of all personnel is expected to carry out the mission.

SUPERVISORY RESPONSIBILITIES:

Not applicable

• Bachelor's degree required.
• 1-3 years of relevant experience in areas such as student engagement, event planning, volunteer management, alumni relations, or philanthropy-focused programming, preferably in a higher education or non-profit setting.
• Proven experience developing and delivering engagement programs for diverse student populations, with an emphasis on online or hybrid learning environments.
• Demonstrated ability to build and manage volunteer relationships, including coordinating councils, committees, and parent groups.
• Strong event planning skills, from concept to execution, with experience managing multiple projects and timelines simultaneously.
• Excellent written and verbal communication skills, with the ability to engage a wide range of audiences (students, parents, alumni, donors, faculty, and staff).
• Proficiency in Microsoft Office Suite, Google Workspace, and social media platforms.
• Familiarity with CRM systems (such as Raiser's Edge, Salesforce, or equivalent) for tracking engagement and event participation.
• Ability to work independently and collaboratively, demonstrating initiative and strong problem-solving skills.
• Willingness and ability to work evenings and weekends, as required for events and meetings.
• Valid U.S. driver's license.
• Must successfully pass the online safe Driving Course (within 15 days of hire) and driving record check at time of hire and annually thereafter.
• Ability to establish and maintain effective working relationships with all members of the University community including students, faculty, staff, and administrators.
• Ability to adhere to University policies and procedures.
• Ability to handle confidential information with discretion and within FERPA and HIPAA guidelines.
• All new employees must complete the FERPA, Anti-Harassment, and any other required online trainings within 15 days of employment.
• General knowledge of the University's mission, purpose and goals and the role this position plays in achieving those goals.

Bay Path University is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.