Coordinator, Alumni And Industry Engagement

ArtCenter College of Design is searching for an experienced Coordinator, Alumni and Industry Engagement to join our team.

The salary range for this position: $50,000.00 - 54,000.00

Final salary is based on education, experience, skills relevant to the role, and internal equity.

About ArtCenter
Founded in 1930 and located in Pasadena, California, ArtCenter College of Design is a global leader in art and design education and has had an international reputation for its rigorous, transdisciplinary curriculum, faculty of professionals, strong ties to industry, and commitment to socially responsible design. ArtCenter is a private nonprofit fully accredited by the WASC Senior College and University Commission (WSCUC).

Every position at ArtCenter plays an important part in carrying out the values, goals, strategic vision, and mission of the College. This includes diversity, equity, inclusion, access, belonging (DEIAB) and culture.

Reporting to the associate director, the coordinator will perform a variety of administrative tasks and assist with projects in supporting the operations and events of the Alumni and Industry Engagement team. The incumbent will assist leadership with support planning and implementing strategic global alumni and industry programming, including social and professional development, as well as affinity programs and resources for our alumni and industry community. This position will also assist with planning and logistical support for related events, programs, and workshops and focus on creating efficiencies in operations, key constituent research, and track and support the cultivation of the college’s global partners.

This is a full-time position. Normal business hours are Monday through Friday, 8:30 a.m. to 4:30 p.m. or as defined by the department. The position is eligible for flexible scheduling and can be performed hybrid with the expectation of at least 4 days in the office or required as a condition of employment. The demands of this work may include weekends or evenings. The college reserves the right to modify schedules as needed to meet the business needs with appropriate notice.

Essential Functions

Administrative Support — 40%

• Serve as primary administrative support to provide departmental administrative and clerical support; implement improved operational procedures and programs; write and distribute correspondence
• Maintain and keep current the department calendar for scheduled meetings, time away from the office and special events
• Support connections and relationships with local, regional, national and international alumni;
• In collaboration with advancement services, ensure alumni and industry database records are accurate and complete, capture contact biographical and career information of alumni and industry contacts via surveys, correspondence, website and other outreach
• Ensure consistent maintenance of alumni benefits to enhance overall alumni experience locally and internationally
• Coordinate and track department purchasing and expenses, process purchase orders and check requisitions, ensure invoices are approved for payment
• Coordinate, organize, onboard and track the department’s student workers, authorize and submit copies of Student Employment Authorization Forms to Employee Experience; maintain digital records
• Enforce all College policies, including safety protocols

Digital Marketing and Communications — 25%

• Assist advancement and marketing and communications colleagues in developing and sustaining alumni-specific communications, ensuring alumni news, notes, events, event photographs and publications are up to date
• Assist in the implementation of departmental marketing strategies for various events, programs, and engagement gatherings for alumni and industry partners and community members
• Collaborate with development communications and marketing and communications to develop a process to share engagement programming for alumni and industry via a host of digital platforms including social media, email and other relevant communications
• Maintain strategic, regular communications with alumni via personal contact, direct mail, e-blasts and social media/web presence in partnership with development communications and marketing and communications
• Work with key institutional colleagues to effectively communicate alumni and industry professional and/or social calendar of events to alumni of all majors and years
• Review and ensure quality of advancement services distribution lists, consistently updating the contact databases
• Collaborate with the marketing and communications division to ensure all materials and messaging adhere to the college’s brand identity, and to maximize efforts to promote events and outreach efforts

Event Management — 30%

• Assist in the planning and organization of a variety of alumni and industry events, including reunions, networking sessions, and guest speaker series, ensuring a seamless experience from start to finish
• Provide event logistical support by coordinating all arrangements such as, AV, signage, catering photography and parking; and coordinate and prepare event-day activities for division events and meetings
• Manage and serve as point person with outside vendors for local, national and international alumni and industry gatherings as needed
• Collaborate with alumni, university departments, and external partners to coordinate logistics, catering, venues, and guest speakers, ensuring seamless event execution
• Prepare and manage event budgets, ensuring cost-effective use of resources while delivering high-quality experiences for attendees
• Serve as the communication contact for alumni and industry partners, participating in ArtCenter programs as identified by advancement and the program
• Attend and support relevant college and advancement events and programs to further the work of the alumni and industry engagement team

Marginal Job Functions — 5%

• Maintain memberships and active involvement in applicable professional organizations
• Serve on educational or college-wide committees, work groups, task forces and/or councils
• Assist in preparation of contracts for independent contractors and track payment and maintain records in accordance with the college’s accounting systems
• Other duties as assigned

• High school diploma or GED equivalent
• At least 2 of experience in a position directly responsible for providing administrative support to senior level administrators
• Ability to maintain good working relationships with various internal and external stakeholders related to the ongoing operations of the division, including alumni, outside partners, administrators, faculty, staff, and students
• Ability to coordinate and manage multiple calendars
• Ability to plan and organize online and in person events from conception through production
• Advanced proficiency in MS Office Suite software (Word, PowerPoint, Excel, Outlook), strong internet research skills and proficient with communication tools such as Zoom and Microsoft Teams
• Excellent organizational and administrative skills, including vendor relations, requisition processing and expense tracking
• Excellent written and oral communication skills, including editing and proofreading
• Self-starting abilities to create, manage, and execute programs and events
• Detail-oriented, highly organized, able to balance priorities, take initiative, reliable and resourceful
• Ability to handle a fast-paced office environment and multiple projects; ability to solve problems and adapt quickly to changing climates and situations and can work as part of a team as well as work independently and handle event coordination
• Demonstrated experience in cultivating the values of diversity, equity, inclusion, access and belonging into work practices and the ability to establish and maintain effective working relationships within ArtCenter’s diverse communities
• Ability to handle all information with tact and discretion and recognizes the confidential nature of ArtCenter business

Preferred Qualifications:

• Prior experience in higher education
• Prior experience in industry relations, as well as nonprofit and/or traditional, art, design organizations
• Working knowledge with CRM (such as Blackbaud Raiser’s Edge and Salesforce)
• Working knowledge of Adobe design suite programs
• Experience with marketing tools, such as Eventbrite, Constant Contact or other online marketing and social media tools
• Bilingual skills

Physical Demands and Working Environment

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment: Work is performed primarily in a standard office setting with frequent interruptions and distractions; extended periods of time viewing computer monitor; interactions with other individuals. Due to pandemic, will work from home as needed.

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight (up to 20 pounds); to operate modern office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard. Ability to travel between campuses and to offsite locations. Regular and consistent attendance are required for most positions.

Vision: Must be able to have the visual capacity to perform activities such as preparing and reading reports, viewing a computer terminal and other normal office work with or without correction.

Hearing: Must be able to communicate effectively in the course of normal office communication or exchange ideas with or without correction.

The above statements are intended to describe the general nature and level of work performed by the employee assigned to this job; they do not purport to describe all functions. Employees may be assigned other duties, and the essential functions may be changed from time to time as necessary.

Diversity Statement
ArtCenter is fully committed to fostering a culture that values diversity, equity, inclusion, access and belonging not only in vision but in practice. Our path forward is predicated on our belief that multiple points of view, life experiences, ethnicities, cultures and belief systems are essential to academic and creative excellence. We strive to learn more about difference while respecting the rich diversity in our world, attending to important questions about racial injustice and decolonizing our curriculum. Our campus environment must be vigilant in supporting the full participation of students, faculty, and staff of every race, color, ethnicity, sex, gender, gender identity or expression, marital status, religion, sexual orientation, age, disability, veteran status, socioeconomic status and political viewpoint.

Equal Opportunity Employer
ArtCenter is committed to a policy of equal employment opportunity and does not discriminate against its employees or applicants on the basis of race (including hair texture and protective hairstyle), color, religion (includes religious dress and grooming practices), sex/gender (includes pregnancy, childbirth, breastfeeding, and/or related medical conditions), gender identity, gender expression, sexual orientation, marital status, medical condition (genetic characteristics, cancer, or a record or history of cancer), military or veteran status, national origin, ancestry, disability (mental and physical, including HIV/AIDS, cancer, and genetic characteristics), genetic information, request for family care or medical leave, age (over 40), criminal background (Fair Chance Act), reproductive health decision-making, off-duty and off-premises cannabis use, or any other actual or perceived characteristic protected by applicable state or federal law. Equal employment opportunity is extended to all persons in all aspects of the employer-employee relationship, including without limitation, recruitment, hiring, upgrading, learning and professional development, promotion, compensation, benefits, leave of absence, transfer, discipline, layoff, recall and termination. This commitment applies to all persons involved in the operations of ArtCenter and prohibits unlawful discrimination by any employee of ArtCenter. Applicants who wish to request an accommodation for a disability may contact the Office of Employee Experience and Engagement at (626) 396-2470.

Applicant Rights (Prior Cannabis Use)
ArtCenter will not request information from an applicant relating to the applicant’s prior use of cannabis. ArtCenter will not use information obtained from a criminal history about an applicant or employee’s prior cannabis use, unless ArtCenter is permitted to consider that information under applicable law.

Employment At-Will
All employment with ArtCenter is for an unspecified term and is “at-will.” Employees are free to resign at any time, with or without reason, and with or without prior notice. Similarly, ArtCenter has the right to terminate the employment relationship at any time, with or without cause, and with or without prior notice. This “at-will” employment, which includes the College’s right to transfer, discipline, demote, or change the conditions of employment with or without cause and with or without prior notice, cannot be modified, amended or waived by any oral or implied agreement, and may be modified or altered only by an express individualized written employment agreement signed by both the employee and the College president

ArtCenter Employees have a Mandatory Duty to Report
All employees who know or have reason to know of allegations or acts that violate ArtCenter’s Title IX Policy prohibiting discrimination, harassment, retaliation, sexual harassment, sexual misconduct, sexual violence, dating violence, and stalking shall promptly inform the Director, Title IX Compliance and Programs or designee, or the Associate Dean of Students or designee. Faculty, who have a mandatory duty to report, are required to disclose all information including the names of the parties, even where the person has requested their name remain confidential.

Pursuant to the California Child Abuse and Neglect Reporting Act (CANRA), all employees who know of or have reason to suspect child abuse or neglect involving alleged victims under age 18 shall promptly inform local law enforcement or the county welfare department.