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Class Activities Coordinator

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Please see Special Instructions for more details.

M-F, 8:00 a.m. to 4:30 p.m. Employment in this position is contingent upon consent to and successful completion of a pre-employment background check, which may include a criminal background check, reference checks, verification of work history, and verification of any required academic credentials, licenses, and/or certifications, with results acceptable to Dartmouth College. A criminal conviction will not automatically disqualify an applicant from employment. Background check information will be used in a confidential, non-discriminatory manner consistent with state and federal law.

Position Details

Position Information

Position Title Class Activities Coordinator
Department Class Activities Office
Position Number 0066000
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Position Purpose

To provide administrative and programmatic support to Class Activities officers and alumni volunteers who manage Dartmouth’s eighty-plus class organizations.

Skills & Knowledge
  • High level of initiative and attention to detail, with ability to maintain flexibility in a changing, fast-paced work environment.
  • Excellent communication and interpersonal skills.
  • Good judgment and ability to interact with a diverse group of people internal and external to Dartmouth College.
  • Strong organizational skills, including ability to prioritize multiple administrative tasks and work independently.
  • Demonstrates initiative; ability to set priorities.
  • Strong technical skill in the use of Microsoft Word, Excel, PowerPoint, and Outlook; FileMaker, and other database management software.
  • Strong commitment to a diverse working environment and to serving the needs of a large and diverse community
  • Desktop publishing skills.
  • Ability to work some nights and weekends.
Minimum Experience
  • Three years of office experience with high degree of autonomy; academic setting desirable
  • Proficiency in MS Excel and MS Word required
  • Experience with MS PowerPoint preferred
  • Experience with databases highly desirable
  • Experience working with volunteers highly desirable
  • Experience in event planning highly desirable
Minimum Education
  • Associate’s degree or the equivalent combination of education and experience.
  • Bachelor’s degree preferred.
SEIU Level Not an SEIU Position
FLSA Non-Exempt
Employment Category Regular Full Time
Department Contact for Cover Letter Cindy Welch
Equal Opportunity Employer

Dartmouth College is an equal opportunity/affirmative action employer with a strong commitment to diversity and inclusion. We prohibit discrimination on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, disability, veteran status, marital status, or any other legally protected status. Applications by members of all underrepresented groups are encouraged.

Special Instructions to Applicants

M-F, 8:00 a.m. to 4:30 p.m.

Employment in this position is contingent upon consent to and successful completion of a pre-employment background check, which may include a criminal background check, reference checks, verification of work history, and verification of any required academic credentials, licenses, and/or certifications, with results acceptable to Dartmouth College. A criminal conviction will not automatically disqualify an applicant from employment. Background check information will be used in a confidential, non-discriminatory manner consistent with state and federal law.

Key Accountabilities

Key Accountabilities

VOLUNTEER SUPPORT

  • Serves as first point of contact for alumni class volunteers to ensure that their operational and administrative needs are met.
  • Updates volunteer responsibilities in Alumni Relations advancement database (Advance), and works with Alumni Records team to maintain current contact information for our volunteers.
  • Works extensively with Advance to provide reports, mailing lists, and other data to class volunteers and staff, as well as printing and mail houses when appropriate.
  • Facilitates the proofing, production and mailing of class newsletters, reunion mailings and other class mailings.
  • Manages communications and processes pertaining to billing for class invoices, liability insurance policy, non-profit tax status, and annual class activity reports.
  • Reviews data submitted in annual reports to assist tracking of key performance metrics.

EVENT SUPPORT AND MANAGEMENT

  • Works closely with Class Activities officers, reunion planning committee volunteers, and the Advancement Events team in support of fifteen major class reunions held annually in the summer and fall.
  • Facilitates all aspects of annual on-campus conference known as Class Officers Weekend.
  • Manages the marketing and invitation process and timeline for Class Officers Weekend, including electronic event invitations.
  • Works with online event registration tool to manage all reunion and Class Officers Weekend registrations, and prepare notifications using the broadcast email tool. Receives event RSVP’s via telephone, email, and web, and maintains guest lists in online event management tool.
  • Contracts with local vendors for room accommodations for Class Officers Weekend and senior reunions, makes rooming assignments for volunteer attendees and guests, and reconciles billing for hotel accommodations following the event(s).
  • Manages pre-and post-event tasks, including reconciling guest lists, database entry into Advance database, and attendance analysis.
  • Supports office at some weekend and evening functions, including Class Officers Weekend, Homecoming, and reunions.
  • Works with Class Activities officers on a variety of web communications, including updating Class Activities pages in online content management tool.
  • Prepares citations and procures other stewardship items for volunteer honors and awards.

BUDGET SUPPORT

  • Maintains accurate files for recordkeeping and documentation.
  • Responsible for departmental purchasing.
  • Manages billing of classes for printing and mailing services rendered.

COMMUNICATION/COORDINATION

  • Interacts regularly with a wide range of internal and external constituents and staff members, and conveys information on behalf of the Director.
  • Tracks status of newsletter production from beginning to end.
  • Regularly handles confidential or sensitive information, exercises discretion concerning its disposition.
  • Interprets, applies, and explains office, department, and College policies and procedures to internal and external constituents.
  • Communicates respectfully with a diverse community.

GENERAL OFFICE SUPPORT

  • Provides administrative and clerical support to Director, including calendar management, meeting arrangements, travel arrangements, filing of travel and expense reports, arranging conference calls, and preparation of correspondence. Provides administrative and clerical support to Assistant Directors as needed.
  • Supports other units within division during busy volunteer weekends and events.
  • Serves as an initial point of contact for Alumni Relations visitors. Independently provides customer service support for callers and visitors, directing to individuals or teams as necessary.

Demonstrates a commitment to diversity, inclusion, and cultural awareness through actions, interactions, and communications with others.

-- Performs other duties as assigned

Applicant Documents

Required Documents
  1. Resume
  2. Cover Letter
Optional Documents
  1. Additional Document #1

Supplemental Questions

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