The Hotchkiss School

Location: LakevilleCT 06039 Document ID: AC376-5QTZ Posted on: 2018-09-2409/24/2018 Job Type: Regular

Job Schedule:Full-time
Minimum Education: Bachelors2018-10-24
 

Assistant to Alumni Relations and Parent Programs

Department:  Alumni and Development
FLSA:             Non-Exempt
Reports to:     Director of Constituent Relations
Schedule:        Full time/calendar year; some evening and weekend work required
Designation:   Staff
Travel:            Rare
 
The Hotchkiss School is an equal opportunity employer and encourages applications from qualified individuals of diverse backgrounds.

 

POSITION SUMMARY:
Engagement of The Hotchkiss School’s extended community of over 10,000 alumni and parents world-wide is critical to our success. The Alumni Relations and Parent Programs teams are tasked with creating compelling and unique events and programs that deliver the messages of the School and engage these constituents in meaningful ways. The Assistant to Alumni Relations and Parent Programs provides administrative and programmatic event planning support for all over 60 events annually. The ideal candidate will be able to work collaboratively and confidently with many different constituents of the School: the three members of the Alumni Relations team, the Director of Parent Programs, Director of Donor Relations, other A&D colleagues, faculty and staff members, and the School’s alumni and other external constituents.
ESSENTIAL FUNCTIONS:
Events and Programs:
  • Provides planning and implementation support for all non-fundraising Alumni and Development events.
  • Works collaboratively with the Alumni Relations team to create and organize aspects of programming for a variety of engagement events, and with the Director of Parent Programs to build programming for Parents Weekend, Grandparents Day, Welcome to Hotchkiss program, parent cultivation events, and other events as needed.
  • Enters and tracks event responses, including the processing and deposit of registration fees.
  • Prepares and organizes materials for events and meetings, including memos, nametags, meeting information packets, signs, etc.
  • Fields phone and e-mail questions about events and programs.
  • Gathers and mails supplies needed for off-campus events.
  • Creates database record for all Alumni Relations and Parent Programs events.
  • Runs and circulates event attendee lists to the Alumni and Development Office.
  • Posts all Alumni Relations events on Alumni calendars and parent events on Parent calendars.
  • Posts and updates Reunion attendance lists on the web site. 
  • Mailings
  • Coordinates event invitation mailings – including creating labels in Raisers Edge, folding, stuffing, sealing, labeling, and contacting campus Post Office for pickup.
  • Produces and mails birth announcements and weekly condolence letters.Data Entry and Reports
  •  Enters and updates volunteer coding for Alumni Relations and non-fundraising Parent Program volunteers.
  • Runs reports from Raiser’s Edge, as requested, to inform and streamline planning processes and procedures.
Miscellaneous
  • Disseminates data changes that are a result of event registrations.
  • Gathers, tracks, and creates the annual 50th Reunion Misch II.
  • Orders, wraps, and mails all thank you gifts to volunteers.
  • Manages inventory of Hotchkiss event supplies for on and off-campus events.Additional duties and responsibilities as needed or assigned.
SKILLS AND EXPERIENCE REQUIRED:

 

  • Bachelor’s degree or combination of education and work experience in related field.
  • Strong customer service skills, organizational skills and attention to detail.
  • Excellent follow up and the ability to manage multiple open tasks and projects
  • Event planning experience, and prior experience using Microsoft Office, scheduling software, and database management are preferred.       Knowledge of Raiser’s Edge software a plus.
  • Ability to create and understand basic spreadsheets, calculate percentages, and prepare deposits.
  • Must be a team player with excellent organizational and communication skills, ability to function, act, and make decisions independently, strong interpersonal skills, and ability to prioritize duties effectively.
  • 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.
The Hotchkiss School does not unlawfully discriminate on the basis of age, gender, religion, race, color, sexual orientation, gender identity, genetic information, disability, or national or ancestral origin in the administration of its educational policies, scholarship and loan programs, athletic and other School-administered programs, or in the administration of its hiring and employment practices.
The Hotchkiss School property is a tobacco-free environment.

Please apply at the link below 

https://recruiting.ultipro.com/HOT1004HOTCH/JobBoard/10eeab0e-8a43-4942-8dd7-bc2aac2ef26d/OpportunityDetail?opportunityId=de308be4-0f3b-4fd6-88ec-908dab8902a1