Alumni, Communications & Events Coordinator

Job Description

Department: Shidler College of Business, Office of Development

FLSA Status: Full-Time Exempt

Annual Salary Range: $52,000-$55,000

About the University of Hawai’i Foundation:

The University of Hawaiʻi Foundation was established in 1955 to encourage private support for the University of Hawaiʻi. Today it is the central fundraising organization for the UH System and is contracted by the Board of Regents to be the sole provider of fundraising and alumni services. In addition to fundraising, the Foundation manages more than 7000 gift accounts for the benefit of the university and its students.

The UH Foundation is a private, institutionally related corporation designated as a 501(c)(3) organization by the Internal Revenue Service. It is a legally separate entity from the University of Hawaiʻi, the UH Alumni Association, and all other UH affiliates. However, the UH Foundation works closely with these organizations, as well as with others in the community, exclusively for the benefit of the university.

Our Vision

To inspire giving and partnership with the University of Hawaiʻi by fostering UH pride and passion among donors, alumni and the community.

Our Mission

To unite donors' passions with the University of Hawaiʻi's aspirations by raising philanthropic support and managing private investments to benefit UH, the people of Hawaiʻi and our future generations.

Our Values

Our values shape our relationships and guide our thinking and actions. By living our values, we build trust with our fellow employees, our donors, the university and the broader community.

Position Summary:

The Alumni, Communications and Events Coordinator supports the Shidler College of Business development team in strengthening alumni and stakeholder relationships locally and globally. This is achieved through strategic event planning, targeted communications, and active engagement with the Shidler alumni boards, and larger alumni network which spans an international reach. The role plays a vital part in advancing the college’s mission, visibility, and outreach.

REPORTS TO

Senior Director of Alumni and External Relations, Shidler College of Business

Duties & Responsibilities:

Alumni Engagement & Events

Collaborate with events manager and senior director on all college and alumni events, which may include support with: planning logistics, coordinating vendors, drafting materials/agendas, pre and post event communications, AV & video production, marketing materials, stewardship follow-up, sponsor tracking support, graphics and social media promotions.

Assist with planning and logistics for annual alumni trips, including researching donors/alumni, venue exploration, travel coordination assistance, marketing materials preparation, post-trip alumni/donor data entry and completion of travel paperwork.

Serve key role in Shidler Alumni Association’s Executive Vineyards annual fundraiser event: tracking of sponsorships, silent auction items, attending committee meetings, supporting with day-of setup, breakdown and on-site needs.

Maintain updated alumni contact information and post-trip reports in database.

Provide pre-, on-site, and post-event support in the way of: event setup, breakdown, registration help, serve as volunteer lead, other duties as assigned.

Alumni Board Management

Serve as key liaison between college and alumni board of directors. Coordinate monthly directors’ meetings: sending meeting notices, tracking RSVPs, creating draft agendas, and sending out follow-up correspondence as needed.

Track and process payments, deposits, and credit card transactions for alumni association bank accounts.

Provide day-to-day program coordination for Shidler Alumni Board, including admin support for events and programmatic needs, new board of directors onboarding, voting and governance procedures, as well as maintaining current alumni board directories.

Communications & Public Relations

Support director of communications and senior director with drafting, reviewing and editing copy and content for: email campaign newsletters, the biannual Shidler Magazine, public relations efforts, as well as college and social media posts.

Locate college-wide and alumni/donor news coverage, tracking coverage, updating web/social channels to promote relevant news stories and coverage.

Assist with personalized alumni correspondence (e.g., birthday, condolence, and congratulatory messages), as needed.

Special Projects

Manage and lead the Shidler Global Leader Mentor Connect Program, pairing current students with Hawaii’s top industry leaders. Program will entail:

Coordinate mentor-mentee matching, with assistance of development team and senior director.

Coordinate and plan 2 cohort events – a kick-off event, and a post-event for group.

Monthly email check-ins with cohort to ensure smooth execution, along with post-cohort survey.

Support new initiatives or campaigns as assigned by the Senior Director or Shidler College of Business Dean.

Administrative

Review, process, and maintain accurate records for the senior director’s monthly bankcard statements and related fiscal documentation.

Oversee the preparation, submission, and reconciliation of travel documentation in accordance with institutional policies.

Provide logistical support for alumni board meetings and internal team meetings, including scheduling, coordination, notetaking, and assisting with project management tasks as needed.

Instructions/Guidelines

General Guidelines are provided by the Senior Director of Alumni and Donor Relations. Incumbent is expected to independently compile, analyze, and interpret information and adapt to specific situations and develop new methods as needed. General Shidler College of Business catalogs and procedures are available, as are procedures for the University of Hawaii Foundation, with which this position will interact.

Nature and Extent of Review

Overall the Senior Director of Alumni and Donor Relations sets plans, although much of the work is of an independent nature. Work is reviewed for soundness of judgement, timeliness and initiative. Annual Performance Evaluation is conducted.

EVALUATION

The Alumni, Communications and Events Coordinator will meet annually with his/her supervisor to put in place a plan for the year. At the end of each year, the Alumni, Communications and Events Coordinator and his/her supervisor will review progress toward the annual goals.

Minimum Qualifications

• Bachelor’s degree with coursework in business administration, journalism, communications or any related fields; or

• Any equivalent combination of experience and training in:

• Public relations, marketing, communications, event planning

• Proficient in Microsoft Word, Excel, Outlook, Powerpoint, mail merge functions, and database and records management;

• Professional, self-starter and team player;

• Highly organized, able to multi-task, meet deadlines;

• Strong written and verbal communications skills;

• Ability to write, compose, and edit a variety of materials

• Strong project management skills

• Ability to establish and maintain records

• Ability to maintain confidence with sensitive and confidential material, and to utilize good judgement

Other skills and abilities

• Ability to be highly detail oriented and produce accurate work

• Ability to establish and maintain rapport with students, faculty staff, and the public.

• Ability to be resourceful and take initiative

• Ability to be highly detail oriented and produce accurate work

• Exemplify and live the values of the UH Foundation (accountability, excellence, integrity, service, teamwork and trust);

• Ability to respond to high pressure situations;

• Broad-based knowledge and skills related to donor relations in higher education, a plus

Desired Qualifications

Ability or willingness to learn InDesign, Canva, MailChimp, Customer Relationship Management Programs (CRM), social media platforms such as HootSuite or Later.com. Prior experience with non-profit organizations, fundraising or events is highly desired.

WORKING CONDITIONS

The Alumni, Communications and Events Coordinator for the Shidler College of Business Development Office will work primarily in an office environment and will need to sit or stand for extended periods while either working at a computer, attending a meeting, or performing deskwork for extended periods. Based at the University of Hawaiʻi at Mānoa campus, the Alumni, Communications and Events Coordinator may need to visit areas of the University campus, as well as locations in and around O‘ahu. The Alumni, Communications and Events Coordinator must have a valid driver’s license and an acceptable driving record or must have an acceptable mode of transportation. The Alumni, Communications and Events Coordinator for the Shidler College of Business Development Office may need to work weekends or evenings or exceed a 40-hour workweek to fulfill the demands of the position. Limited travel to the neighbor islands, U.S. Mainland and/or international travel may be required.

Benefits:

UHF voluntarily pays 100% of the following –

10% 403(b) contributions after 7 months of employment. This is automatic and NOT dependent on the employee making any contributions. PLUS, ALL contributions are 100% immediately vested!

Term life insurance

AD&D insurance

Short term disability insurance

Long term disability insurance

Tuition reimbursement after 1 year of employment

Employee assistance program

Generous PTO and paid holidays

UHF voluntarily provides the following in which the company and employees share the cost –

Health, Prescription, Dental, and Vision Insurance

Free parking after 5 years of service

Other benefits available for employees to purchase –

Medical Flexible Spending Account

Dependent Care Flexible Spending Account

Insurance coverages for spouse and/or children

Critical care insurance

Legal insurance

Pet insurance

Full-time