Coordinator of Advancement and Alumni Relations

Coordinator of Advancement and Alumni Relations

University Advancement and External Relations

JOB SUMMARY:

The Coordinator of Advancement and Alumni Relations provides essential administrative, logistical, and communicative support to the Alumni Relations and Advancement teams. Reporting to the Director of Alumni Relations, this role is critical in executing successful alumni events, managing day-to-day office operations, and ensuring a welcoming, positive experience for all alumni, donors, and campus partners.

As a central support figure for the Director, Senior Associate Director, and the broader Advancement staff, the Coordinator is a highly organized, enthusiastic team player who thrives in a fast-paced environment. Serving as the primary point of contact for general alumni inquiries, this position requires a warm, solutions-oriented demeanor and a passion for building institutional pride.

SALARY INFORMATION:

In compliance with New York’s Pay Transparency Act, the annual base salary range for this position is $45,000 - $50,000. Adelphi University considers factors such as departmental budgets, scope and responsibilities of the position, candidate’s work experience, education/training, key skills, internal peer equity, as well as market and organizational considerations when extending an offer. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting. An annual base salary higher than the range may be warranted in circumstances where a candidate has demonstrable equivalent prior higher education experience at another University.

Adelphi University provides a comprehensive benefit package for faculty and staff employees. For a list of benefits provided to employees, please click here.

REPORTS TO:Director of Alumni Relations

RESPONSIBILITIES & DUTIES:

1. Event Logistics & Execution: Assist the Director and Associate Director in the planning, coordination, and execution of alumni and donor events (e.g., Spirit Weekend, regional gatherings, networking nights, and academic ceremonies). Handle logistical details including venue booking, catering orders, registration tracking, nametag creation, and packing event materials.

2. Customer Service & Front-Line Engagement: Serve as the welcoming first point of contact for the Alumni Relations office. Respond to alumni inquiries via phone, email, and in-person visits with a highly positive, professional, and helpful demeanor.

3. Communications & Digital Support: Assist in drafting and deploying alumni communications. Help manage alumni social media channels, update website content, build email invitations, and coordinate mass mailings to ensure consistent and engaging outreach.

4. Administrative & Team Support: Provide day-to-day administrative support to the Alumni Relations team, including processing invoices, tracking unit expenses, scheduling meetings, and taking minutes for volunteer committees (e.g., Alumni Advisory Council). Provide flexible, as-needed administrative support to the wider Advancement team during major initiatives like Giving Day or the Annual Gala.

5. Data Management & Reporting: Ensure the accuracy of alumni data by actively updating contact information, employment details, and event attendance in the advancement database (e.g., Raiser’s Edge, Salesforce). Pull basic registration lists, name tags, and post-event reports.

6. Professional Responsibilities: Participate in team meetings, and assist with cross-departmental projects.Note: This role requires occasional evening and weekend work to support special events.

7. Perform other job related duties as assigned.

REQUIREMENTS (Knowledge, Skills, and Abilities):

1. Exceptional interpersonal and customer service skills, characterized by a warm, positive, and collaborative demeanor.

2. Strong organizational and project management skills, with a keen attention to detail and the ability to juggle multiple tasks simultaneously.

3. Excellent written and verbal communication skills, including the ability to proofread and draft basic correspondence.

4. A "pitch-in" attitude with the flexibility to adapt to changing priorities and support various members of the advancement team as needed.

5. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace. Experience with social media management, email marketing platforms (e.g., Mailchimp, Constant Contact), or CRM databases is a strong plus.

EDUCATION AND EXPERIENCE REQUIREMENTS:

1. Bachelor’s degree is required.

2. One to three years of experience in administrative support, event planning, customer service, or communications. (Internship or student-worker experience in a university setting is acceptable).

3. Prior experience in higher education, alumni relations, or non-profit development is preferred but not required.

ABOUT ADELPHI:

Adelphi University, New York, is a highly awarded, nationally ranked, powerfully connected doctoral research university dedicated to transforming students’ lives through small classes with world-class faculty, hands-on learning and innovative ways to support academic and career success. Adelphi offers exceptional liberal arts and sciences programs and professional training, with particular strength in our Core Four—Arts and Humanities, STEM and Social Sciences, the Business and Education Professions, and Health and Wellness. Recognized as a Best College byU.S. News & World Report, Adelphi is Long Island’s oldest private coeducational university, serving more than 7,300 students at its beautiful main campus in Garden City, at learning hubs in Manhattan, the Hudson Valley and Suffolk County, and online.The University offers students 72 undergraduate programs and 92 master’s degree and doctoral programs in the liberal arts, the sciences and professional training. With powerful partnerships throughout the New York area, more than 123,000 graduates across the country, a growing enrollment of students from 44 states and 63 countries, and rising rankings from top publications and organizations, Adelphi is a dynamic community that plays a leadership role on Long Island and in the region.