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.

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