The University Relations Coordinator will have full knowledge of and abide by the provisions detailed in this job description as well as all written (staff handbook) or verbal policies, procedures, and instructions established by the Lee University administration.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Social Media Management and Content Creation.
   1. Develop content to engage alumni and community partners.
   2. Promotion of events.
   3. Responses to posts and messages on social media platforms.
2. Alumni and Community Interactions
   1. Effectively communicate with community partners and alumni to meet their needs
   2. Distribute accurate and up-to-date information to
      1. Fellow alumni
      2. Community partners
      3. Lee faculty, staff, and administrations
      4. Clubs, groups, and organizations within Lee University
      5. Other peer in situations and Lee’s constituents
   3. Greet alumni when they come to the office for visits.
3. Encore Program
   1. Process applications, interact with Encore students, and registration processes.
   2. Encore mailouts, communication with faculty, and other related tasks.
4. Alumni and Community Events
   1. Coordinates and implements alumni special projects, programs, and activities. Includes creating and collaborating on designing announcement materials, tracking participation, making arrangements for event and program facilities, catering, and setup and clean up, equipment, and presenters.
   2. Identifies and contacts community partners and alumni for participation in special events and programs.
   3. Attend, host, and greet alumni at all events
   4. Homecoming event (First weekend of November)
   5. e.    Coordinate, plan, implement, attend, and evaluate all At-Large events (including, but not limited to: Tampa, FL., Cincinnati, OH, Washington, D.C., Birmingham, AL., and Atlanta, GA.)
   6. Serve as the Secretary to the Homecoming committee; take notes and e-mail minutes from each meeting within a reasonable amount of time
   7. Keep track of alumni events and Homecoming budget. Requisition all checks and keep copies of bills and vouchers
5. Data and Alumni Records Maintenance:
   1. Maintain all updated alumni information including information from:
      1. National Change of Address information from the Post Office
      2. All returned mail
      3. Updates from alumni directly via phone, email, online form submissions
   2. Gather and update recent graduates contact information
6. Torch:
   1. Pull and maintain all lists and contact information for alumni who fall under the category to receive the Torch
   2. Ability to requisition payments for all Torch invoices.
   3. Required to work with the Torch editor on various projects.
   4. Maintain Who’s Where updates throughout the quarter and send to the editor.
   5. Determine appropriate number of Torches to be ordered and coordinate with the printing company.
7. Budget:
   1. Coordinate and maintain the office budget including Alumni Relations and Alumni Fund budget
   2. Manage accounts payable and receivables
   3. Process purchase orders and requisitions
   4. Maintain petty cash
8. Managing Office:
   1. Overseeing equipment maintenance
   2. Reception duties for Alumni Relations Director and Community Engagement Director, if necessary
      1. Answer phones
      2. Take messages
   3. Disseminating information to alumni, community partners, faculty, students, and visitors as well as all information leaving the department in the form of memos, brochures, or letters
9. Coordinating and supervising students workers and interns
   1. Hires and supervises one (1) events intern and one or two (1-2) student workers, focused on the direction, and quality of work and ensuring project completion.
   2. Coordinate with all student worker and interns files:
      1. Contracts
      2. Scheduling
      3. Time review and approval
      4. Evaluations
      5. Regalia (when participating in Commissioning and Commencement)
10. Other Tasks:
    1. Social Media
       1. Maintain all Alumni Relations social media accounts including:
          1. Facebook
          2. Twitter/X
          3. Instagram
          4. LinkedIn
       2. Develop and maintain Community Engagement posts
    2. Alumni Advisory Board
       1. Coordinate with all members of the Alumni Advisory Board.
       2. Coordinate all needs for the members including, but not limited to:
          1. Travel/Transportation
          2. Accommodations
          3. Catering
          4. Gift baskets
       3. Organize and book all meeting space
       4. Design and construct all program materials including binders for each member and Power Point Presentation.
       5. Ensure all reimbursements are completed accurately and in a timely manner to the Board members.
    3. Reports
       1. Ability to pull and provide reports from Portico, Colleague, and CRM.

QUALIFICATIONS

• Willing and able to carry out reasonable instructions given by:
  • Director of Alumni Relations
  • Director of Community Engagement
• Willing and able to communicate effectively, relaying accurate information to alumni, faculty, and students in a timely matter.
• Maintain appropriate relationships with co-workers and interact well in the capacity of coordinator, as well as supervisor of student workers.
• Capable of maintaining confidentiality with alumni, donors, and faculty records.
• Ability to accomplish complex tasks, prioritizes duties, and meet deadlines under pressure.
• Willingness to work outside the normal business hours for numerous alumni events, Homecoming, Encore, other Lee related events and project deadlines.
• Ability to input and keep accurate data and records, draft and write legible and timely reports, and ensure reliability and completeness of information.
• Computer literacy with strong knowledge of Microsoft Word and Excel.
• Willingness to learn Microsoft Applications, Colleague, and CRM to be proficient across these modalities.
• Common grasp of English grammar and ability to create clear and professional documents and reports.
• Maintain a positive attitude in all situations.
• Ability to communicate thoroughly and professionally using email and the telephone.
• Ability to tend to details in every aspect of the job.
• Willingness to brainstorm, create, and implement new ideas in the Alumni Relations Office and Community Engagement Office to support the University Relations sector.

Personal Skills:

• Willingness to promote a Christ-like atmosphere in ethical, moral, and professional behavior in the office environment.
• Acts with integrity and honesty at all times.
• Friendly demeanor with an attitude of service to others (especially alumni and community partners).
• Interested in self-improvement and willingness to learn new skills.
• Ability to accept and respond to constructive criticism, guidance, and suggestions in the interests of the university and alumni. Must be capable of receiving instructions.
• Ability to exercise judgment by making rational and appropriate decisions in the absence of the alumni director.

Interested candidates may submit their resume to Kristen Grisham, Director of Community Engagement, at [email protected] and Andrea Patrick, Director of Alumni Relations, at [email protected].