Coordinator, Alumni and Family Engagement

Job description

Job Posting Location: Claremont, CA Job Posting Title: Coordinator, Alumni and Family Engagement Job Description: ABOUT POMONA COLLEGE: Located near Los Angeles, California, Pomona College is widely regarded as one of the nation's premier liberal arts colleges. Established in 1887, Pomona College is known for small classes, a challenging curriculum, close relationships between students and faculty, and a range of student research and leadership opportunities. Pomona is a member of The Claremont Colleges. JOB PURPOSE: Reporting to the Director, Alumni and Family Engagement, the Coordinator, Alumni and Family Engagement provides administrative, office management, and operational support for the Alumni and Family Engagement team. Serving as the primary administrative coordinator for the department, this position supports daily office operations, constituent engagement processes, volunteer administration, registration management, expense management, Salesforce reporting activities, and governance support for key alumni volunteer leadership groups. The Coordinator serves as a key point of contact for alumni, families, volunteers, students, campus partners, and visitors to Seaver House, ensuring timely, accurate, and professional support. This position plays a critical role in supporting the operational effectiveness of the department's volunteer leadership programs, including providing administrative and governance support for the Pomona College Alumni Association Board, Past Presidents Council, Leadership Development Committee, and other volunteer leadership groups. Working closely with Alumni and Family Engagement staff, volunteer leaders, and campus partners, the Coordinator helps maintain effective office operations, strengthens constituent experiences, supports data integrity and communication efforts, facilitates volunteer governance processes, and contributes to the overall efficiency and effectiveness of the department's engagement initiatives in support of the College's long-term engagement and philanthropic objectives. ESSENTIAL FUNCTIONS Reporting directly to the Director, Alumni and Family Engagement, the Coordinator, Alumni and Family Engagement performs the following essential duties and responsibilities: Office Operations and Constituent Support Manage Seaver House operations, including welcoming visitors, answering and routing calls, coordinating office workflow, ordering supplies, maintaining filing systems, and supporting building-related communications and activities. Serve as a primary point of contact for alumni, families, volunteers, students, campus partners, and visitors, providing responsive, professional, and solutions-oriented support while ensuring inquiries are addressed appropriately and in a timely manner. Coordinate assigned administrative and operational processes in accordance with established departmental procedures, identifying opportunities for improvement and recommending enhancements to the Director or appropriate team members. Serve as a key administrative resource for governance records, board materials, and volunteer leadership documentation. Serve as a primary administrative contact for the Alumni Association Board and assigned committees, supporting communication, scheduling, logistics, documentation, and follow-up. Maintain departmental calendars, schedules, files, and administrative records in support of team operations and program planning. Coordinate mailings, acknowledgments, thank-you correspondence, constituent outreach, and other administrative communications through phone, email, and mail channels. Collaborate with colleagues across Advancement and the College to support administrative processes, information sharing, volunteer engagement efforts, and coordinated constituent experiences. Independently managing assigned operational processes. Serve as departmental subject matter expert for governance records and board administration. Identify operational improvements and implementing approved solutions. Recommend enhancements to administrative workflows and constituent service processes. Alumni Board Operations and Governance Support Manage administrative and operational support for the Pomona College Alumni Association Board (PCAAB), Past Presidents Council (PPC), Leadership Development Committee (LDC), and other assigned volunteer leadership groups. Serve as a primary staff liaison for the Alumni Association Board and assigned committees, supporting effective communication, coordination, and execution of volunteer leadership priorities. Coordinate board and committee meeting logistics, including scheduling, registration, agenda development, materials preparation, meeting records, minutes, action item tracking, and follow-up communications. Support volunteer governance processes, including member onboarding, orientation, leadership transitions, annual planning activities, committee administration, and maintenance of governance documentation. Maintain board records, rosters, calendars, committee assignments, historical files, and related governance materials to ensure organizational continuity and institutional knowledge. Partner with board officers, volunteer leaders, and College stakeholders to facilitate communication, establish clear expectations, and support the timely completion of board initiatives and priorities. Support planning and implementation of board meetings, retreats, campus visits, volunteer recognition efforts, and other activities that strengthen volunteer engagement and leadership effectiveness. Assist in tracking volunteer leadership participation, engagement activities, and governance-related records in support of stewardship, reporting, and ongoing volunteer development efforts. Registration, Data Management, and Communications Support Manage event registration processes for Alumni and Family Engagement programs, including registration setup, attendee tracking, reporting, and coordination with team members and campus partners. Create, generate, and distribute Salesforce reports, constituent lists, and other engagement-related reports for Alumni and Family Engagement staff in partnership with Advancement Services. Update constituent records as needed and support data integrity and information management practices in partnership with Advancement Services. Manage alumni listservs and related communication distribution tools, including maintaining lists, updating records, coordinating communications, and supporting departmental outreach efforts. Manage the Alumni and Family Engagement Facebook page and Sagehen Connect administrative approvals, monitor inquiries, and coordinate responses with appropriate staff members. Financial and Administrative Operations Manage department expense processes, including invoices, bills, credit card reconciliations, journal transfers, reimbursements, purchase orders, and supporting documentation while maintaining accurate financial records. Assist with budget tracking, expense reconciliation, and financial documentation in support of departmental operations and engagement activities. Coordinate administrative processes and information sharing with Advancement Services, Advancement Communications, Office of College Events, and other College partners as needed. Departmental Collaboration and Special Projects Support special projects, operational improvement initiatives, and other duties as assigned or requested. Contribute to the development and maintenance of departmental procedures, documentation, and administrative workflows that promote efficiency, consistency, and service excellence. Support Alumni and Family Engagement programs and events as needed, including occasional evening and weekend activities. QUALIFICATIONS Education: Bachelor's degree preferred. Equivalent combination of education and relevant experience may be considered. Experience: Minimum of three (3) years of progressively responsible administrative, operational, customer service, program support, or constituent engagement experience, preferably within higher education, advancement, nonprofit, or volunteer-driven environments. Demonstrated experience supporting multiple projects, priorities, and stakeholders while maintaining strong attention to detail and organizational effectiveness. Experience supporting volunteer boards, committees, advisory groups, or governance organizations is strongly preferred. Experience working with databases, CRM systems, registration platforms, and financial or expense management processes is preferred. Experience handling confidential information with discretion and professionalism. REQUIRED KNOWLEDGE AND CRITICAL SKILLS The Coordinator, Alumni and Family Engagement must possess the knowledge, skills, and abilities to successfully perform the essential functions of the position, including: Strong organizational and administrative skills with the ability to manage multiple priorities, maintain accurate records, coordinate logistics, and meet deadlines in a fast-paced environment. Excellent written, verbal, and interpersonal communication skills, including the ability to effectively interact with alumni, families, volunteers, students, faculty, staff, and other constituents from diverse backgrounds. Demonstrated ability to support volunteer leadership structures, coordinate governance-related activities, and manage sensitive information with discretion and professionalism. Strong customer service orientation and demonstrated commitment to providing responsive, professional, and solutions-oriented support. High attention to detail and demonstrated ability to maintain accuracy in administrative, financial, governance, and data management processes. Proficiency with Microsoft Office applications (Word, Excel, PowerPoint, Outlook), Microsoft Teams, Microsoft Planner, Microsoft Copilot, and constituent relationship management systems such as Salesforce, with the ability and willingness to learn new systems and technologies. Demonstrated ability to work independently and collaboratively while maintaining a high standard of integrity, accountability, and service. Ability to prioritize multiple assignments, manage changing deadlines, and successfully balance competing responsibilities. Understanding of and appreciation for the mission of a liberal arts college and the role of alumni and family engagement in advancing institutional priorities. REQUIRED HOURS T his is a regular, full-time, non-exempt position, benefits eligible. The hourly rate for this role is between $28.00 to $31.00 per hour with a competitive benefits package. This position requires regular in-person, on-site attendance at Seaver House five (5) days per week as an essential function of the role. Occasional evening and weekend work may be required in support of departmental activities, volunteer leadership meetings, and engagement programs. Regular hours may vary due to the needs of the College or division. All staff positions are ineligible for visa or permanent resident card sponsorship. As a California employer, Pomona College requires all employees to be residents of California. ADA/OSHA: This job description defines the essential job duties of this position. The College expects that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act (ADA) and the Occupational Safety and Health Administration (OSHA). DISCLAIMER: This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position. When duties and responsibilities change and develop, the College will review this job description and make changes of business necessity.