Job Description
The Engagement & Strategy (ES) Coordinator provides administrative support to ES professional staff as assigned. This individual will be a vital member of the team responsible for engagement, annual giving, digital communications, and donor relations at Ball State University. The coordinator will perform a variety of complex assignments in support of day-to-day operations, assist with events and will assist with the engagement pipeline. This position involves frequent contact with alumni, donors, external constituents, and internal colleagues in order to coordinate engagement efforts within the university.
Join Our Team: Engagement Coordinator
Are you ready to be part of an energetic and unified team dedicated to transforming higher education? Our foundation is breaking down barriers between advancement, alumni relations, and stewardship to create a cohesive environment where philanthropy and innovative partnerships thrive. This is your chance to make a significant impact as we fulfill Our Call to Beneficence: The Campaign for Ball State University, aimed at elevating student support both financially and academically.
Why Join Us?
- Dynamic Team Environment: Collaborate with passionate professionals who are committed to our mission.
- Cutting-Edge Initiatives: Be at the forefront of redefining philanthropy in education.
- Unified Structure: Work within a seamless organization with no barriers between key departments.
- Supportive Culture: A high-achieving work environment that values camaraderie and collaboration.
- Impactful Work: A mission that changes lives through education and philanthropy.
We invite you to join our team and make a difference. Join us in our mission to support students in realizing their purpose, achieving their dreams, and leading meaningful lives.
Job Function:
The Engagement & Strategy (ES) Coordinator provides administrative support to ES professional staff as assigned. This individual will be a vital member of the team responsible for engagement, annual giving, digital communications, and donor relations at Ball State University. The coordinator will perform a variety of complex assignments in support of day-to-day operations, assist with events and will assist with the engagement pipeline. This position involves frequent contact with alumni, donors, external constituents, and internal colleagues in order to coordinate engagement efforts within the university.
Minimum Education:
Associate’s degree or:
1. An equivalent combination of two years of education and related experience in office administration / secretarial work or related field OR
2. Two years of related experience in office administration / secretarial work, or related field.
1. An equivalent combination of two years of education and related experience in office administration / secretarial work or related field OR
2. Two years of related experience in office administration / secretarial work, or related field.
Preferred Education:
Bachelor’s degree from an accredited institution.
Minimum Experience:
One year of office/administrative support or related experience including some accounting experience.
Preferred Experience:
- Three or more years of related experience.
- Experience working with volunteers and academic unit administration and faculty.
- Database management experience. Working knowledge of Blackbaud NXT or similar CRM.
Duties and Responsibilities:
- Provide high level support to Engagement and Strategy teams responsible for athletic engagement, campus and student engagement, Top 100 Student Awards, senior celebration, and volunteer alumni groups and nationwide clubs. Provide minor assistance to other professionals on the team.
- Handle intake of all collegiate event and volunteer forms, ensuring that attendee information is coded in the database.
- Actively participate in the planning and execution of on campus activities for One Ball State Day. Research best practices and help look for ways to enhance the student and employee experience.
- Assist associate director of athletic engagement with logistics and execution of CharlieTown, including working with vendors and campus partners, ensuring a guest experience rooted in strategic objectives, setup, reservations and more.
- Help with the planning and coordination of events carried out by the ES team, including Homecoming, One Ball State Day and others. Coordinate the project plan for each event to ensure tasks are completed across multiple departments. This includes event space reservations, expense reports, submitting tickets, catering needs, ordering supplies and more.
- Provide support for reporting and documenting revenue and expenses for BSUAA.
- Schedule event planning meetings and help prepare documents for briefings and successful event execution for the team. Track guest attendance. Assist with contacting guests and volunteers to ensure their participation in the event.
- Order promotional items for nationwide engagement. Track budgets, expenses, storage and quantities.
- Leverage various software tools (Fundraiser Performance Management, Raiser’s Edge NXT, Live Alumni, etc.) to enhance roles and responsibilities of the position.
- Use internal resources to learn more about engagement and philanthropy within higher education; share ideas that promote increases in volunteerism and fundraising.
- Perform other duties as assigned.
- Maintain regular and predictable attendance.
At Ball State University, we recognize inclusive excellence as an integral endeavor to fulfill our University’s mission and our strategic plan. We recruit, support, and retain a diverse population of students, faculty, and staff. We encourage and reward diversity of thought. We promote a work environment that encourages and rewards innovation and creativity. We pledge to keep Inclusive Excellence at the highest level of institutional importance and as a foundation in all that we strive to do. Our over-arching goal for Inclusive Excellence is to adopt a university-wide Inclusive Excellence approach to academic, administrative support, and service functions of the university. We believe Inclusive Excellence must be infused in every step we take.
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