Coordinator, Alumni and Family Engagement

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.

Exper