Title: Alumni Relations Coordinator
Department: Communications Department / Superintendent’s Office
Assignment: Part-Time - 0.5 FTE (approximately 20 hours per week)
FLSA Status: Non-Exempt
Reports To: Chief Communications Officer
Location: District 113 Administrative Building/Office
**This position offers a hybrid work arrangement, with some responsibilities completed remotely and others performed onsite.
Compensation: $32-$40 per hour, based on experience; IMRF eligible-position

Summary:

The Alumni Relations Coordinator is responsible for building and sustaining a vibrant alumni network for District 113, specifically serving the distinct communities of Deerfield High School and Highland Park High School. This role acts as the bridge between the district’s past and its future, managing a comprehensive database, supporting career exploration opportunities for current students, supporting class events, and overseeing the recognition of distinguished graduates. The Coordinator will balance district-wide efficiency with the unique traditions and identities of each high school to foster lifelong engagement with District 113.

Qualifications:

Education and Experience:

Bachelor’s degree in Communications, Marketing, Public Relations, Education Administration, or related field (preferred).
3+ years of experience in event planning, community relations, database management, program management or administrative support.
Experience in alumni relations, advancement, or development
Experience working within a school district or non-profit environment is a plus.

Skills & Competencies:

Proficiency with CRMs (Salesforce/Almabase), Microsoft Office and Google Suite. Knowledge of Blackbaud Raiser’s Edge preferred.
Ability to navigate the distinct cultures and traditions of two different high schools with neutrality and respect. Ability to work effectively and comfortably with volunteers and alumni.
Strong writing skills for newsletters and formal correspondence. Strong organizational skills.
Ability to manage multiple timelines (e.g., planning an event while managing a database update) independently.
Ability to develop and execute alumni engagement strategies aligned with institutional goals.

Essential Functions:

The criteria indicated below are intended to describe various types of work that may be performed. The exclusion of specific responsibilities does not prohibit them if the work is similar, related, or a logical task of the position.

1. Database & Technology Management (30%)

Launch and manage the district’s Alumni CRM/Portal (e.g., Almabase, Graduway, Blackbaud Raiser’s Edge or internal database).
Serve as the primary data steward: verifying contact information, processing updates from an alumni census and ensuring data privacy/FERPA/ISSRA/SOPPA compliance.
Implement effective strategies to capture data from graduating seniors annually.
Conduct alumni searches to reconnect with graduates from previous decades.

2. Distinguished Alumni Awards & Governance (20%)

Serve as the non-voting facilitator for two separate Distinguished Alumni Committees (one per high school).
Manage the annual nomination process, ensuring the selection rubric is applied fairly and transparently.
Coordinate the annual induction ceremonies/galas, including logistics, awards procurement, and scriptwriting.
Oversee the installation and maintenance of the physical "Walls of Fame" at each campus.

3. Career Networking & Student Mentorship (20%)

Curate a database of alumni willing to serve as mentors, guest speakers, or internship hosts.
Maintains a list of willing mentors and internship opportunities to support outreach and connection by district and building staff.
Supports counselors and Department Chairs (building leaders) with matching alumni speakers with relevant classes (e.g., connecting an engineer alum with a robotics class).

4. Communications & Outreach (20%)

Produce a quarterly digital newsletter highlighting alumni success stories, upcoming reunions, and district news.
Launch and manage official alumni social media channels (LinkedIn/Facebook/Instagram) to foster a digital community.
Partner with building and district administration to support class reunion efforts, serving as a point of contact for class reunion volunteers, providing them with the "Reunion Toolkit" and venue/vendor assistance.

5. Strategic Planning (10%)

Develop annual engagement goals (e.g., "Increase database contacts by 15%").
Track and report on engagement metrics to the Superintendent and Board of Education.
May support district-wide fundraising and development, at the discretion of the Superintendent.

Language Skills

Communicates clearly both verbally and in written format with all constituents of the District 113 community. Effectively present information and respond to questions from constituency groups. Apply knowledge of current research and theory in a specific field. Establish and maintain effective and collaborative working relationships with students, staff and the school community. Perform duties with awareness of all district requirements and Board of Education policies.

Mathematical and Technical Skills

Calculate figures, estimates, proportions, percentages, and cost projections. Apply concepts of basic algebra and geometry. Strong technology skills, including standard Microsoft Office suite / Google Suite, financial management, and data analysis. .

Reasoning Ability

Define problems, collect data, establish facts, and draw valid conclusions. Interpret an extensive variety of verbal and written instructions and deal with multiple abstract and concrete variables.

Contacts Outside Your Own Department:

Build positive relationships with constituents of the District 113 community that includes, teachers, school staff, administrative team, Board of Education, guardians, students, and community partners.

Physical and Mental Demands:

While performing the duties of this job, the employee is regularly required to sit, stand, walk, bend, write, type, speak, listen, and taste or smell.
The employee is regularly required to communicate with staff and others.
The employee is frequently required to use hands and/or fingers, handle, feel or operate objects, tools or controls.
The employee may occasionally be required to climb or balance; and stoop, kneel, crouch, twist, reach or crawl. The employee must frequently lift and/or move up to 25 pounds.
Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision,depth perception and ability to adjust focus.
Specific psychological demands of this job include the ability to remain calm under stress levels associated with job demands, along with constant contact with students, colleagues and the public.

Working Conditions:

In the work environment, this role is regularly exposed to office environmental conditions.
The noise level in the work environment is usually moderate with regular exposure to loud classrooms, hallways, cafeterias or sports venues.
The employee is regularly required to meet deadlines with severe time constraints and interact with the public and staff in addition to meeting multiple demands from several people.
The employee is frequently required to work irregular or extended work hours, which may include evenings or weekends.

Safety:

As a part of the District workforce, this role is responsible for being aware of, modeling and contributing to the maintenance and implementation of all District safety policies and procedures. The role is directly responsible for the safety, well-being, and work output of students.

Required to:

Use good safety awareness and judgment
Follow policies
Report potentially unsafe conditions
Follow manufacturer safety instructions when using equipment
Follow agency ergonomic policies and procedures

The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Alumni Relations Coordinator (Part-Time IMRF)