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The Hotchkiss School
Lakeville, CT 06039, USA

Description

Department: Alumni and Development

FLSA: Exempt

Reports to: Director of Alumni Engagement

Schedule: Full-time/calendar year; some evening and weekend work required

Designation: Staff

Travel: Rare

POSITION SUMMARY:

Responsible for leading and supporting events and programs designed to engage and inform Hotchkiss alumni and constituents about the School today. The Associate Director of Alumni Engagement is expected to work collaboratively with the Director of Alumni Engagement, other members of the Alumni Engagement team, colleagues in the Alumni and Development Office, on-campus community members, and alumni volunteers. The Associate Director provides integral leadership, administrative, and programmatic support for all Alumni Engagement events. The successful candidate enjoys collaborating with a wide variety of School constituents, is detail-oriented, a meticulous planner, is self-motivated, and enjoys problem-solving.

DUTIES AND RESPONSIBILITIES:

Events and Programs:

• Provides leadership, planning and implementation support for all Alumni Engagement events, including a robust portfolio of events for which they are the "lead" organizer.
  • Lead responsibilities include budgeting, planning, implementation, and post-event closure. Events will include the Alumni Award, the Community Service Award, Board of Governors (BOG) meetings and the liaison to the BOG Young Alumni Committee, Young Alumni College Dinners, the Holiday Party Happy Hour program, and the Student Engagement program.
• Collaborates with the Director and Associate Director to order support materials for all events and meetings, and maintains an accurate inventory of supplies.
• Produces nametags, meeting information packets, nameplates, and registration lists.
• Is the primary point of contact for external customer service inquiries regarding events and programs.
• Working closely with Advancement Services, manages all aspects of event records in the database, including the dissemination of registrant lists to the Alumni and Development Office and the coding of attendees.
• Maintains back-end website calendar postings for all externally facing events..

Mailings

• In collaboration with team members, coordinates event invitation mailings, including creating labels, folding, stuffing, sealing, and labeling, in adherence with campus Post Office procedures.
• Mail gifts to new parents, send condolence letters to classes and the families of the deceased, and thank you gifts to volunteers.
• Orders, wraps, makes note of, and mails all thank you gifts to volunteers.

Data Entry, Data Integrity, and Reports

• Communicates volunteer coding changes for alumni as they engage with the School to Advancement Services.
• Documents their own interactions with constituents in Raiser's Edge.
• Requests data export reports to support alumni requests, inform programming, and initiate the event invitation process.
• Disseminates data changes resulting from personal interactions and event registrations.
• Maintains data integrity within internal systems through regular auditing, accurate data entry, and prompt resolution of discrepancies.

Additional duties and responsibilities as needed or assigned.

SKILLS AND EXPERIENCE REQUIRED:

• Bachelor’s degree or a combination of education and work experience in a related field.
• Strong customer service skills, organizational skills, and attention to detail.
• The ability to manage multiple open tasks and projects.
• Event leadership, planning, and customer service experience.
• Prior experience using Microsoft Office, Google Suite, scheduling software, and database management. Knowledge of Raiser’s Edge software is a plus.
• Demonstrated ability to administer database systems, adopt emerging technologies, run reports effectively, and uphold overall data integrity.
• Must be a team player with excellent communication skills, ability to make decisions independently, strong interpersonal skills, and a keen sense of how to prioritize duties.
• Must maintain strict confidentiality of information.

PHYSICAL REQUIREMENTS TO PERFORM THE ESSENTIAL FUNCTIONS:

• Work is conducted primarily in an office environment.
• At events, a significant amount of time standing/walking.
• Occasional bending, reaching, stooping.
• Repetitive motion (use of computer keyboard).
• Periodic need to carry boxes (up to 50 lbs), move tables and chairs, hang signs, and other similar tasks for events.

ADDITIONAL INFORMATION: The essential functions and basic skills have been included. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This position description is subject to change at any time. The Hotchkiss School is an equal opportunity employer and is committed to basing judgments concerning the employment of individuals upon their qualifications and abilities. The School is firmly committed to equal employment and advancement opportunities for all employees and applicants in all phases of the employment process (including recruitment, hiring, assignment, terms and conditions of employment, compensation, benefits, training, promotion, transfer, discipline, and termination). In accordance with applicable law, the School does not discriminate against any individual based on age, ancestry, color, genetic information, learning disability, marital status, past or present history of mental disability, national origin, physical disability, race, religious creed, sex, pregnancy, sexual orientation, gender identity or expression, veteran status, or any other protected characteristic.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.