Alumni Relations & Development Coordinator

Working independently and collaborating with faculty, staff and stakeholders, the Alumni Relations & Development Coordinator supports the college’s fundraising and alumni relations efforts and coordinates administrative functions within the Advancement Office. In addition, the Alumni Relations & Development Coordinator also provides essential logistical support for events, donor relations, stewardship communications and departmental initiatives that advance the college’s mission.

Responsibilities

Office Management:

• Serve as the primary departmental contact for students, faculty, staff, alumni and other internal and external stakeholders, directing inquiries and providing information on Advancement services and programs.

Event Coordination:

• Support logistics and planning for Advancement events, including Homecoming & Family Weekend, donor receptions, alumni gatherings and special campus events, working closely with vendors and internal departments.
• Research, identify, secure and coordinate venues, catering needs, rentals and vendors for on- and off-campus events.
• Coordinate and execute event promotion, invitations and follow-up communications.
• Manage and maintain event RSVPs in a timely and accurate manner.

Engagement and Stewardship:

• Assist in building and maintaining strong relationships with alumni and donors by coordinating correspondence, preparing engagement materials and supporting fundraising campaigns.
• Coordinate the student thank you program for scholarships and internship funding, ensuring that recipients express appreciation to donors and tracking correspondence.

Volunteer Management:

• Work with class correspondents to collect and organize class notes for the Colby-Sawyer magazine, ensuring timely submissions and accuracy in published updates.
• Recruit volunteers from young alumni classes to serve on class reunion committees and collaborate with these committees to plan, promote and execute successful reunion events.

Communications and Digital Engagement:

• Build, schedule and send mass email and/or text messages to key constituents, ensuring consistent and engaging communication that aligns with the college’s branding and messaging guidelines.
• Maintain and update Advancement web pages to provide accurate, timely information and enhance the experience for online visitors.

Department Administrative Support

• Monitor the Advancement Department budget, track expenses, process invoices and periodically review year-end projections with Director of Annual Giving & Operations.
• Monitor use of department-wide calendar, adding college events to shared calendar and scheduling staff meetings.
• Learn the gift entry process, enter gifts on a regular basis and act as team back-up for gift entry when Manager of Advancement Services is absent from campus.
• With others, monitor shared department email inboxes, distribute messages to others or respond directly.
• Collaborate with others to carry out special projects or pursue opportunities for improvements in the department’s work.
• Track inventory of office supplies and place orders when needed.
• Deliver and retrieve mail from college post office.
• Maintain confidentiality of all proprietary information/materials.