Milestone Reunions Coordinator

Job Title: Milestone Reunions Coordinator

Department: Development Office

Classification: Non-Exempt

Grade: 9

FTE/Working Schedule: 1.0

Compensation

The expected starting hourly range for this position is between $24.40 and $25.70. Actual pay will be adjusted based on job-related factors permitted by law, such as experience and training; licensure and certifications; market factors; departmental budgets; and responsibility.

Position Overview

This position supports the administrative and programmatic work of the Milestone Reunions Office to foster engagement and giving that contribute to the financial goals of the College. The Milestone Reunions and Development Offices collectively raise more than $40 million annually from alumni, parents, and friends of the College and consistently lead peers in alumni giving participation and engagement. The position requires a high level of accuracy, exceptional customer service to both external and internal audiences, ability to be productive under tight deadlines, to solve problems independently, to collaborate with staff in other departments, to maintain confidentiality, and to interact professionally with a wide range of people.

Essential Job Functions/Responsibilities

Milestone Reunions:

• Provide direct support for donors and volunteers:
• Serve as the first point of contact for the Milestone Reunions office.
• Respond appropriately to donor inquiries and serve as a liaison with Carleton’s Development and Planned Giving offices to facilitate gifts from alumni.
• Train volunteers in the Volunteer Portal and serve as the primary point for troubleshooting and appropriately escalate systems issues.
• Organize and participate in virtual meetings and conference calls with volunteers. Support video and audio technology needs to facilitate virtual and hybrid meetings.
• Run reports, compile statistics, and manipulate data for staff and volunteers as requested.
  
  

• Provide project management and primary support for print, email, and web communications for the Milestone Reunions office.
• Develop timelines and tracking systems to plan and coordinate Milestone Reunions communications and campaigns.
• Work with volunteers and staff on content, proofing, sign-off, and sending a wide variety of class communications, including segmented materials and gift solicitations.
• Create content and provide technical support for Milestone Reunions and class websites.
• Collaborate with volunteers and staff to produce short publicity videos.
• Independently draft routine correspondence with donors, volunteers, and alumni.
  
  

• Support development activities and reunion committees:
• Assist the Director and Associate Director of Milestone Reunions in donor cultivation, solicitation, and stewardship by preparing donor profiles, coordinating travel arrangements, distributing meeting memos and itineraries, and proofing and coordinating gift acknowledgments.
• Input, update, and maintain volunteer records in Carleton’s CRM, website, and email lists.
• Organize and host class virtual events, attend outreach and gift committee Zooms.
  
  

• Contribute to Milestone Reunions committee meetings and major events:
• Collaborate with Milestone directors and other staff on planning, communications, project management, and execution of volunteer meetings and alumni and donor events, including the Carleton Alumni Volunteer Experience and Reunion.
• Oversee meeting arrangements, hotel and campus venue reservations, catering, contract negotiation, and tracking RSVPs.
• Coordinate reimbursement of volunteers for appropriate expenses, monitor expenditures, and assess and track trends over time on budgetary impact.
• Additional event planning on and off campus, requiring discretion, independent decision making, and good judgment regarding when to consult and communicate with others. Attendance at evening and weekend events occasionally required.
• During Carleton Alumni Volunteer Experience and Reunion weekends, provide volunteer and event support and attend Milestone Reunion events.
  
  

Provide general office support for the Milestone Reunions Office:

• Reconcile purchasing card statements, appropriately respond to donor and alumni questions and concerns received through the office’s email and phone lines. ensure documentation of correspondence, volunteer activity, and other important items are completed appropriately in Advance, OnBase, Google Drive, DropBox, Workday, etc.
• In concert with other co-located staff ensure general office supplies are routinely ordered, shared spaces are organized, and assist in coordinating resources for facility related issues such as mail delivery or a maintenance work order.
• Serve as receptionist and monitor primary phone line and email address for Milestone Reunions Office.
• Coordinate and oversee the work of student office staff.
  
  

Describe Supervision Received And Exercised

The person in this position must be able to work without supervision in prioritizing daily tasks, adjusting those priorities as situations change, following through on the directors’ needs for documents or information, responding to donors’ and volunteer inquiries, forwarding gifts (especially checks, stock certificates, and documentation of estate provisions) for processing and acknowledgment, tracking the documentation for planned gifts over time and to completion, and relaying information from donors and volunteers to staff. This position provides direction for student office assistants.

Education/Experience/Skills

Required:

• A.A Degree and 3 years of experience, or 5 years of experience in lieu of degree
• Effective oral and written communication skills, with the judgment and discretion to handle confidential or sensitive matters.
• Customer service mindset and the ability to communicate diplomatically to internal and external constituents with integrity, trust, and accuracy.
• Ability to initiate, organize, and work independently and as part of a team.
• Excellent technical and computer skills and comfort with learning new systems. Advanced word-processing, spreadsheet, and database skills; specifically, experience with high-volume data and mail-merge functions. (Asana, G Suite, Adobe Creative Suite, Canva, Ellucian Advance, Imagen, MyEmma, Microsoft Office, Panopto, Salesforce, Slate, Thankview, WordPress, and Workday.)
• Demonstrated ability to problem-solve and proactively recommend solutions.
• Proficiency with managing and prioritizing multiple tasks, flexibility to changing priorities and deadlines, high level of productivity, sound judgment, and sensitivity to donors’ concerns.
• Strong writing skills, including experience proofreading and editing correspondence.
• Some evening and weekend work is required.
  
  

Must have the ability to understand and follow written and oral work instructions, operations, safety procedures, and hazardous labels.

NOTE: This position description is not intended to be all-inclusive. Employee may perform other related duties to meet the ongoing needs of the organization.

Review of applications begins immediately and continues until the hire is complete. We accept only online applications.

Carleton College is an AA/EEO Employer: We are committed to developing our staff to better reflect the diversity of our student body and American society. Members of underrepresented groups are strongly encouraged to apply.

Carleton also offers a robust suite of benefits including: A generous 403(b) retirement plan with a 10% employer contribution and 2% employee contribution. Medical, dental, vision, life and disability insurance. Paid time-off, including 15 vacation days, 8 paid holidays, 3, floating holidays, 2 weather days, and extra days at the end of the calendar year to make a continuous week off before New Year’s. Employee Assistance Program (EAP) for all employees. A dependent tuition program after six years of service.

Founded in 1866, Carleton College is a private, coeducational liberal arts college of roughly 2,000 students located in the historic river town of Northfield, Minnesota. Nationally recognized as the nation’s top college for undergraduate teaching, Carleton is known for its academic rigor, intellectual curiosity, and sense of humor. Carleton offers 33 majors and 38 minors in the arts, humanities, natural sciences, mathematics, and social sciences.