Engagement & Strategy Coordinator

Ball State University

Muncie, IN

ID: 7240521 (Ref.No. BSU42677)
Posted: April 29, 2024
Application Deadline: Open Until Filled

Job Description

The Alumni Engagement & Strategy (AES) Coordinator provides administrative support to AES professional staff as assigned. This individual will be a vital member of the team responsible for engagement, annual giving, digital communications, and donor relations at Ball State University. The coordinator will be proficient in MS Office Excel, perform a variety of complex assignments in support of the day-to-day operations, assist with events and will use data to help identify graduates and constituents who can connect with Ball State. This position involves frequent contact with alumni, donors, external constituents, and internal colleagues in order to coordinate engagement efforts within the university.

Ball State Foundation is driven by our commitment to students, alumni, donors, and the exceptional individuals on our team. We place an emphasis on fiscal responsibility, the principles of accountability, transparency, and responsible stewardship. Join our team as we continue to grow the culture of beneficence for Ball State University through focus on intentional engagement and exceptional fundraising as we embark on our most ambitious fundraising goal ever — to take student support to the next level, both financially and academically. Starting minimum hourly rate begins at $16.20/hour.

Job Function:

Minimum Education:

Associate’s degree or:
1. An equivalent combination of two years of education and related experience in office administration / secretarial work or related field OR
2. Two years of related experience in office administration / secretarial work, or related field.

Preferred Education:

Bachelor's degree.

Minimum Experience:

At least one year of office/administrative support or related experience. Proficiency in using Excel to accurately manage, manipulate, and track data.

Preferred Experience:

Three or more years of related experience;
Experience working with volunteers and administrators;
Database management experience. Working knowledge of Blackbaud NXT or similar CRM, , Live Alumni, OnBoard, Fundraiser Performance Management.

Duties and Responsibilities:

Provide high level support to AES leadership responsible for donor relations, stewardship and digital communications. Provide minor assistance to other professionals on the team.

This includes data management, travel arrangements, document preparations, forms and requisitions; equipment and services for events and meetings; correspondence with donors, graduates and others.
Provide solutions to complex data projects. Analyze data within the Foundation’s engagement software/database, track alumni engagement participation and interactions with the school in the University’s database of record.
Identify and update biographical data on alumni to maintain a current and comprehensive database and documentation of constituent interactions. Create queries within the database and provide reports as requested.
Research and help identify graduates excelling professionally and personally and provide biographical information on those individuals to Foundation colleagues so we may engage them further. Includes learning and using the Live Alumni tool to conduct research and run reports.
Perform other related duties as assigned.
Become proficient in OnBoard, the tool used for board and council governance. Set up agendas, track attendees, and load minutes for a variety of Alumni Council committees within this tool.
Help with the planning and coordination of events carried out by the AES team, including Homecoming, One Ball State Day, signature speaker series, stewardship events and others. Coordinate the project plan for each event to ensure tasks are completed across multiple departments. This includes event space reservations, expense reports, catering needs, ordering supplies and more. Assist in all logistical support of Homecoming, including the Homecoming Steering Committee.
Project manage related processes for those assigned as permanent stewardship, set up virtual meetings between major donors and students and ensure non-fundraising assigned prospects are being engaged.
Coordinate student scholarship recipient (to donor) thank you’s.
Use internal resources to learn more about engagement and philanthropy within higher education; share ideas that promote increases in volunteerism and fundraising.
Maintain regular and predictable attendance.

At Ball State University, we recognize inclusive excellence as an integral endeavor to fulfill our University’s mission and our strategic plan. We recruit, support, and retain a diverse population of students, faculty, and staff. We encourage and reward diversity of thought. We promote a work environment that encourages and rewards innovation and creativity. We pledge to keep Inclusive Excellence at the highest level of institutional importance and as a foundation in all that we strive to do. Our over-arching goal for Inclusive Excellence is to adopt a university-wide Inclusive Excellence approach to academic, administrative support, and service functions of the university. We believe Inclusive Excellence must be infused in every step we take.

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