Administrative Coordinator to the Alumni Board Association and Administrative Advisor to the Senior Director

Description

The Administrator for the Alumni and Family Engagement and the Alumni Board Association reports to the Senior Director of Alumni and Family Engagement and is responsible for managing administrative functional support and project coordination for the Senior Director of Alumni and Family Engagement and the Alumni and Family Engagement team. The individual will communicate and interact with many constituencies including: internally: Division of Advancement senior leadership, Vice Presidents of college divisions and their staffs; as well as externally with Alumni Association Board members, Regional Council chairs, alumni, donors and friends of the institution. Must effectively manage the Senior Director’s schedule by coordinating the most strategic and effective use of the Senior Director's time, organizing and managing the alumni and family engagement team needs, as well as coordinating and addressing alumni needs and requests. A key component of the job will be analyzing metric reports to support strategic planning on behalf of the Senior Director and Alumni and Family Engagement team. Curating targeted lists for alumni volunteers, as well analyzing survey results will be a component of this role.

The ideal candidate for this role has experience supporting a member of senior leadership, as well as a dynamic team, reviewing metrics, strong customer service, and working in organizing a collective group of individuals. Expertise on how to analyze data and develop actionable analytics is critical. Attention to detail, familiarity with new technologies, ability to manage several high-visibility projects simultaneously are imperative. All members of the team are expected to support Lafayette College and the Advancement Team’s key initiatives, major events, projects, and strategic goals.    

JOB DUTIES AND RESPONSIBILITIES

Essential:

Alumni Associate Board

● Responsible for the preparation, distribution and scheduling of Alumni Association Board and Regional Council correspondence, meeting dockets and minutes, and overall meeting logistics. 

● Supports Alumni Associate Board and Regional Councils by:

⮚ Serves as direct contact support to the Steering Committee members of the Alumni Association– President and Vice President

● Coordinate all correspondence with the Alumni Association Board including writing copy, preparing content and determining timely distribution both for engagement and giving. 

● Recording the minutes of the meetings of the Regional Councils, Alumni Associate Board and Executive Committee along with maintaining/updating the index for the minutes of the board of Alumni Association. Also responsible for the binding of minutes into book volumes. 

● Updating and distributing Charter/Statutes when amended, electronic Board Handbook, directories and contact books, as well as overseeing membership orientation with the support of the Director of Volunteer Management

● Prepares and packages all dockets and other board materials for mailing to Alumni Association and Regional Council members, if requested. 

● Serves as point of contact for volunteer leaders in absence of primary contact. 

● Oversee the arrangements for group travel including itineraries, room blocks and transportation, conference calls, tracking of rsvp’s for all activities.

● Maintains and updates BoardEffect workrooms for each council as well as the Board.

● Serves as deputy secretary of Trustees and Governance Committee and responsible for the preparation and distribution of meeting materials and minutes.

● Oversee event planning, including print and electronic invitation creation, preparation of work orders, purchase orders, requisitions, budgets, tracking event attendance, name and other related tasks.

 

Supporting the Senior Director

● Responsible for maintaining the Senior Director’s calendar, including autonomy in scheduling and prioritizing as needed by the Senior Director, follow-up and action items; providing coordination and organizational support for meetings hosted or chaired by the Senior Director and coordinating materials with the VP of Advancement.

● Serve as a steward of highly confidential information and acts as a trustworthy liaison between the Alumni and Family Engagement team and key stakeholders.

● Coordinate the preparation and follow-up for staff meetings by preparing and posting documents, preparing board reports and setting up meetings.

● Compose and review professional correspondence and presentation slide decks; assist with ongoing projects for the team.

● Prepare briefing documen