Administrative Coordinator

mater while supporting the institution's mission and strategic goals.

This position requires a people-focused professional who excels at building authentic relationships, coordinating multiple logistical projects simultaneously, and providing outstanding service to diverse constituencies. The coordinator serves as the welcoming voice and face of alumni relations while ensuring that all logistics are seamlessly executed to support team members' vision and planning.

Employment Type: Full-Time (1.0 FTE), Benefits-Eligible, Non-Exempt (Hourly)

Pay Range: $19.00-23.00 per hour

MAIN RESPONSIBILITIES

Event Logistics Coordination & Support (35%)

• Coordinate logistics for 35+ annual alumni events and programs planned by team members, including Homecoming, Reunion Weekend, regional gatherings, affinity celebrations, and lifelong learning opportunities
• Facilitate Alumni Board meetings and volunteer leadership events by managing logistics, materials, and hospitality arrangements
• Coordinate logistical support for specialized events including awards banquets and memorial services
• Manage event registration systems, payment processing, and attendee list coordination for the Advancement division with personal attention to participant experience
• Coordinate vendor relationships for catering, venues, accommodations, and transportation based on team specifications
• Prepare and organize event materials including name tags, signage, programs, and welcome packets according to event plans
• Provide on-site logistics support including registration setup, guest services coordination, and administrative assistance

Mass Communications & Relationship Management (35%)

• Manage comprehensive class letter program across all graduation years, including tracking, editorial support, content development support, and formatting for class communications
• Coordinate distribution of class communications through postal mail, email platforms, and social media channels
• Prepare and distribute affinity-based, non-solicitation communications provided by campus constituents, including departmental newsletters, tenure and promotion support letters, coach communications, presidential messaging, and other requests through postal mail and email platforms
• Coordinate life milestone communications including weddings, births, career achievements, and memorial acknowledgments
• Maintain relationships with and provide ongoing support for class officers and other volunteer communications leaders
• Compile, organize, and manage alumni news for class letters, magazines, and other institutional publications
• Handle alumni inquiries and requests for information with personalized attention and timely follow-up

Customer Service, Administrative Excellence, and Communication Hub (20%)

• Serve as primary phone contact for Alumni and Parent Engagement, managing alumni toll-free line and general inquiries
• Provide exceptional customer service for requests ranging from contact information updates to event information to genealogy research
• Manage email communications and respond to online submissions with personalized attention
• Coordinate specialized services including alumni insurance programs, merchandise orders, yearbook sales, and commemorative programs
• Process financial operations including event payments, budget tracking, and vendor coordination
• Serve as welcoming first point of contact for office visitors and walk-in inquiries
• Maintain comprehensive records, tracking systems, and communication logs
• Supervise student employees in Alumni and Parent Engagement that support logistics coordination, constituent outreach, and other engagement and administrative activities

Awards & Recognition Programs (10%)

• Coordinate alumni awards program including research, nominee development, and presentation materials
• Support Recognition Committee through documentation, meeting coordination, and candidate information gathering
• Manage awards ceremony logistics, recipient communications, and recognition efforts
• Coordinate awards materials including plaques, certificates, and commemorative items

All other duties as assigned

Prerequisites

MINIMUM QUALIFICATIONS

Education & Experience

• High school diploma or equivalent required
• Minimum 3-5 years of progressive experience in customer service, logistics coordination, communications, or administrative support
• Demonstrated experience managing multiple projects
• Proven track record of exceptional customer service and relationship management

Essential Skills & Competencies

• Exceptional interpersonal communication skills with natural relationship-building abilities
• Professional phone manner and customer service orientation
• Excellent written and verbal communication skills, including editing and proofreading
• Strong organizational and project management skills with attention to detail
• Adaptability and responsiveness to changing requirements and last-minute adjustments
• Proficiency with Microsoft Office suite, Google Workspace suite, database systems, and communication platforms
• Unwavering commitment to confidentiality and discretion in all professional activities
• Self-motivated with strong initiative and ability to work independently
• Professional resilience and positive attitude under pressure
• Ability to work flexible hours including evenings and weekends as needed
• Commitment to continuous learning and professional growth

PREFERRED QUALIFICATIONS

• Bachelor's degree in Communications, Marketing, Business, or related field
• Alumni relations, advancement, or higher education experience
• Logistics coordination, event support, or administrative management experience
• Experience with CRM systems, particularly Slate
• Fundraising or donor relations experience
• Knowledge of Minnesota and regional alumni markets
• Familiarity with Gustavus Adolphus College and/or liberal arts education

WORKING CONDITIONS AND EXPECTATIONS

• Standard business hours with flexibility required for evening and weekend events
• Occasional regional travel for alumni chapter events and relationship building (5-10% annually)
• Intensive work periods during major events including Homecoming, Reunion Weekend, and signature celebrations
• Availability during events for guest services and relationship facilitation
• Ability to lift and carry materials up to 35 pounds and stand for extended periods during events
• Comfortable working in varied environments including outdoor events, formal settings, and casual gatherings
• Valid driver's license and reliable transportation for local and occasional regional travel
• Professional appearance and demeanor appropriate for representing the College at all events and interactions

Application Procedure: Please continue the process below or on our website, www.gustavus.edu/humanresources/employment to complete the online application and submit your resume. A cover letter is optional.

Gustavus offers competitive and comprehensive benefits which include: Medical insurance (which includes access to Nice Healthcare) as well as dental, vision, and life insurance; Workplace accommodations for physical or mental health concerns; Onsite health services; Free parking, exercise classes, and use of library and athletic facilities; Paid parental leave; Employer contribution to retirement savings plan (after one year of employment); Tuition scholarships for dependents; Tuition benefit plan for employees and spouse; 13 paid Holidays + generous PTO plan.