The Opportunity

Brandeis University â“ a distinguished top-tier private research university recognized for its academic excellence and leading-edge research â“ has an exciting opportunity for a talented and motivated Alumni Relations Coordinator.

Brandeis is dedicated to first-rate undergraduate education while making groundbreaking scientific discoveries, advancing artistic and creative expression, and tackling some of societyâ™s most pressing economic, human rights, and health policy issues. Brandeis offers a culture of learning and mentorship essential to a 21st-century liberal arts education where close relationships with professors and research opportunities enable students at all levels to collaborate with faculty members and peers across the institution.  Established as a nonsectarian university in 1948 by members of the American Jewish community, our visionary founders shared a commitment to social justice and to making the world a better place. Our foundersâ™ pioneering spirit and intellectual pursuits continue today at Brandeis â“ from helping to solve a national public health crisis through work at its Opioid Policy Research Collaborative, to the biological discoveries that, in 2017, earned two faculty members a Nobel Prize in Physiology or Medicine.

We aspire to further such important endeavors and are looking to grow our team with individuals who share our passion and commitment. In preparation for its next ambitious campaign, the Division of Institutional Advancement (IA) seeks to strengthen the bonds with the universityâ™s many constituencies. By working together, we will secure the financial resources necessary to continue the legacy of excellence in teaching, research, and scholarship at Brandeis.

Located nine-miles west of downtown Boston, a global hub for higher education and innovation, Brandeis University is accessible via major highways (I-90 and I-95) and the MBTA Brandeis/Roberts commuter rail stop.

Position Summary

The Alumni Relations Coordinator is responsible for providing high-level administrative, event planning, and marketing support, as well as web-based services support, to a senior director, two senior assistant directors, and an assistant director. This includes correspondence, volunteer management and outreach, organizational and program assistance, proficiency in online community and e-communications software and platforms, technical support related to the online event and e-communications platforms (Linvio and MCAE/Pardot), as well as the Brandeis CRM (Ascend, a Salesforce product), and exemplary customer service. This position will also provide administrative support to the Club Presidents Council, an external group of regional volunteer leaders across the U.S. and internationally.

Primary Responsibilities

• Provides administrative and technical support for 100+ regional events nationally, internationally, and virtually over the course of the year. Creates and designs registration forms, email invitations, and web postings for each regional event utilizing Linvio, MCAE/Pardot, and Zoom. Manages digital communications (broadcast emails, newsletters, social media postings, etc.), event RSVPs, and payment integrations. Produces confirmation emails and reports of registrants, and reconciles attendee lists post-event. Handles other logistics such as seating assignments and digital ticket distribution. Serves as a primary contact for alumni who have questions about events and programs and provides customer service to troubleshoot and resolve end-user technical issues. Frequently communicates via telephone and email with alumni, donors, IA colleagues, and other University personnel.
• Creates and designs registration forms, web postings, and email invitations for approximately 20 Faculty in the Field events per year. Runs reports and sends confirmation emails to registrants. Monitors responses for queries about special needs from registrants. Researches and books travel for faculty speakers, submits post-event reimbursement requests on their behalf, and assists with reconciling expenses on their P-cards.
• Assists with web-related maintenance for the clubs and regional web pages. Makes web edits using the universityâ™s CMS tool. Provides troubleshooting assistance to support Alumni Relations Linvio and MCAE/Pardot users and other members of the division as needed. Serves as an administrative âœsuper user❠for the division, continuing to enhance skills in the area of form development, utilization of software improvements, and reporting tools. Continues to hone acquired skills to manage data and write and extract reports.
• Tracks alumni engagement in CRM database for an Alumni Relations senior director, two senior assistant directors, and an assistant director.
• Provides general administrative support to 4 AR staff members, which can include expense reports, reimbursement requests, P-card reconciliation, booking meetings and travel, and preparing mailings. Performs other externally facing customer service as needed, including address updates for alumni.
• Assists with the day-to-day operations of the Club Presidents Council, including serving as the second point of contact for the council. Creates and updates council rosters and bios. Manages logistics for Club Presidents Council Zoom meetings. Creates Zoom invitations/meetings, manages breakouts, supports all tech needs for virtual meetings. Coordinates materials for council meetings and takes minutes at the meetings

Qualifications

• Bachelorâ™s degree preferred.
• 1-3 years of experience, preferably in a higher education setting.
• Demonstrates proficiency in email, word processing, spreadsheet, presentation and conferencing software, and relational databases with an ability to become comfortable and productive with the Universityâ™s alumni and donor systems.  MS Office Suite and Salesforce experience highly desired.
• Exhibits excellent written and oral communication skills that promote academic and business professionalism and convey information clearly and concisely.
• Presents a collegial, collaborative, and customer-service demeanor that positively reflects the core values and standards of the institution and demonstrates tact and diplomacy.
• Ability to successfully interact and collaborate with varied constituencies and at all times represents Brandeis University in an exemplary and professional manner.
• Ability to apply sound judgment, discretion, and a commitment to professional ethics, data security and nondisclosure when dealing with highly confidential constituent, donor, and prospect information.
• Adheres to University and departmental business policies and procedures.  
• Excellent organizational skills with high attention to detail and follow-up. 
• Self-motivated with an ability to work both independently and collaboratively.
• Must be able and willing to work occasional evenings and weekends with an attitude of doing what it takes to get the job done. 

Commitment to Diversity, Equity, and Inclusion

Diversity, equity and inclusion aren't just important values at Brandeis today ┠they are rooted in our identity as an institution. They serve as a regular reminder for self-reflection, and a continuous call to grow.  Founded as a model of ethnic and religious pluralism, Brandeis University welcomes students, faculty, and staff of every nationality, religion, and orientation.  Social justice is central to the mission of Brandeis, which endeavors to foster a just and inclusive campus culture that embraces the diversity of our larger society.  Brandeis embodies the American heritage of cultural diversity, equal access to opportunity and freedom of expression.  Read more online about our

About Brandeis University

As a medium-sized private research university with global reach, we are dedicated to first-rate undergraduate education while making groundbreaking discoveries. Four major academic units with 3,600 undergraduates and 2,050 graduate students comprise the University: the College of Arts and Sciences, the Heller School for Social Policy and Management, the International Business School, and the Rabb School of Continuing Studies. In 1985, Brandeis was elected to membership in the prestigious Association of American Universities (AAU), which represents the 62 leading research universities in the United States and Canada. Brandeis has been ranked among the top 35 national universities by U.S. News & World Report every year since the rankings’ inception. Our 235-acre campus is located in the suburbs of Boston, a global hub for higher education and innovation. Our faculty are leaders in their fields, as passionate about teaching and mentorship as they are about pushing the boundaries of knowledge. Our students are motivated, compassionate, curious and open to exploring new and challenging experiences. Brandeis was founded in 1948 as a nonsectarian university under the sponsorship of th...e American Jewish community to embody its highest ethical and cultural values and to express its gratitude to the United States through the traditional Jewish commitment to education. By being a nonsectarian university that welcomes students, teachers and staff of every nationality, religion and orientation, Brandeis renews the American heritage of cultural diversity, equal access to opportunity and freedom of expression.

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