Alumni Relations Associate
Serves as the primary School representative and liaison to all the Stony Brook School alumni.
JOB TITLE: Alumni Relations Associate
DEPT: Alumni & Development
JOB TERM:Year-round (July 1 to June 30)
DATE REVISED: August 2018
JOB CLASSIFICATION: Part-time or Full-time
REPORTING RELATIONSHIP: Reports to the Director of Development.
JOB SUMMARY: Serves as the primary School representative and liaison to all the Stony Brook School alumni.
Education: The Stony Brook School (preferred but not required)
Education Level: Bachelor’s Degree minimum
Experience Required: 2-4 years performing duties and responsibilities associated with the position
REQUIREMENTS: Employee must possess the motivational desire to work in a Christian educational setting and in the School office that fosters alumni/alumni and alumni/school communication. Employee must also possess the following skills and abilities:
- Strong computer skills, specifically PC and related software applications including MSOffice, Word, Excel, Google and Raiser’s Edge.
- Strong interactive internet and website programming skills, and the desire to use technology to strengthen alumni communication.
- Must demonstrate leadership, enthusiasm and a professional image to internal and external constituencies.
- Excellent organizational, time management, and administrative skills with attention to detail.
- Excellent written, oral communications, and interpersonal skills are essential.
- Must have the ability to multi-task, be flexible, diplomatic, and open-minded.
- Must have the ability to work productively with deadlines, and as part of a team.
- Willingness to work evenings and weekends as required.
DUTIES & RESPONSIBILITIES: The duties described below serve as guidelines, not limitations to the scope of the job of the Alumni Relations Associate. The individual may be called upon from time to time to serve the School community other ways. This employee will be expected to exercise appropriate discretion and to make preliminary judgments to fulfill the following responsibilities:
- Direct Class Representative program, recruiting Reps as necessary, and tracking and implementing regular phone and written contact with all Class Representatives in order to apprise them of the School and to help them develop goals for the next 6-12 months
- Plan and execute all components of Homecoming Weekend, with the overall goal of creating a welcoming environment that both reconnects alumni and communicates SBS’ vision, priorities, and vitality. This includes identifying and recruiting five-year reunion planners from each reunion class (ideally 12-18 months ahead of reunion), equipping them to maximize reunion-year attendance;
- Collaborate with the Director of Development to identify alumni who may be in a position to make significant gifts and/ or who would be potential Class Agents (those who contact classmates for gifts) or volunteers for another aspect of SBS; plan fundraising strategies as a team. Collaborate also throughout the year on joint fundraising efforts as they arise;
- Create and write as editor of the “Alumni Log” portion of The Bulletin, all alumni information, ensuring that all relevant information is entered into the database;
- Research, investigate, and suggest candidates to elect the next SBS Alumni Achievement Award Winner for Homecoming;
- Work with the Director of Athletics in choosing the Interscholastic Hall of Fame candidates for Homecoming;
- Identify on-campus opportunities for alumni involvement, attendance, and participation, promoting such events to segmented groups of alumni (based on interest coding and regional distribution);
- Promote School events (fund raising and other) among alumni, segmenting invitations as needed;
- Log information, create and write as a contributor to the quarterly Alumni Newsletter, Flow of the Brook;
- Respond daily to general alumni requests for information, using this contact opportunity to encourage Alumni Log entries and to update information;
- Update alumni contact information in database, making every effort to locate “lost sheep” alumni;
- Identify ways to involve current students in the Alumni/Development Office, placing particular emphasis on developing student relationships. This includes but is not limited to the following:
- Attending, whenever possible, SBS lunches, daily/Sunday Chapel services, and athletic and school events;
- Establishing a working relationship with the Senior Class Council, Prefects, Senior Class Parents, and Senior Class Faculty Advisors;
- Selecting and working with the Alumni Relations Student Liaison (currently the President of the Senior Class Council) and the Alumni Relations Student Team.
- Keep alumni accomplishments in front of the student/faculty community and make recommendation of alumni to be featured in The Bulletin;
- Direct and work closely with The Stony Brook School website administrator, curating and updating Alumni content and photos;
- Regularly maintain and update the SBS Web for Alumni including updating news, class notes, and alumni information and addresses (in the database). Create web pages and global emails as needed;
- Interact with alumni who visit the School, welcoming them and verifying contact, professional, and family information;
- Contract and oversee all alumni wedding rehearsals and weddings held in Hegeman Chapel;
- Screen alumni wedding requests for use of the Chapel, directing appropriate requests for date approval;
- Plan, organize, and take full responsibility for all components of regional SBS events, with the overall goal of creating a welcoming environment that both reconnects alumni and communicates SBS’ vision, direction, and vitality, while bringing as many alumni in a geographic region together in one location;
- Plan, organize and implement up to three Alumni events throughout the year in targeted cities such as Nassau, Suffolk counties of Long Island, Boston, New York, Washington D.C., Miami, and Chicago. Securing venue, invitations, transportation, all facets of making it a successful gathering;
- Keep current all accounts for The Stony Brook School on Facebook, Twitter, and Linked-In; Providing updates and information to all alumni effectively driving them back to the SBS website for further information requiring them to request their personal codes to sign in on our website;
- Select, work with vendors, and purchase all items to be offered as premiums, high end to lower price ranges. Work with school store manager in sharing purchase where advisable or possible;
- Plan, organize, and conduct every aspect of the end of year of Senior Recognition Assembly and off campus Senior Luncheon following the ceremony;
- Arrange, hire, and manage invoice for payment of the photographer at Graduation each year.