Operations Coordinator, Development & Alumni Relations and Strategic Marketing & Communications Position Available In St. Louis City, Missouri

Operations Coordinator, Development & Alumni Relations and Strategic Marketing & Communications
Maryville University of Saint Louis
in St. Louis, MO

Apply Now Type:

Full-Time

Posted:

06/11/2025

Category:

Alumni Relations; +1 Communications, Marketing, and Public Affairs Job Description Maryville University is seeking an organized, proactive, and detail-oriented Administrative Coordinator to provide shared support for the Development and Alumni Relations (DAR) and Strategic Marketing and Communications (SMC) teams. This dual-facing role supports the Vice President of DAR and the Executive Director of SMC by managing scheduling, project coordination, internal communications, and department operations. The Coordinator plays a vital role in donor and alumni engagement by supporting personalized communications, assisting with event planning, and ensuring timely follow-up that strengthens key relationships. Additionally, the Coordinator manages internal marketing requests and intake workflows for the SMC team and serves as a liaison between departments to ensure alignment and efficient execution of projects. This is a dynamic, fast-paced position ideal for someone who thrives in a collaborative environment and can navigate competing priorities with professionalism and discretion. Key Responsibilities Administrative Support (General)
Provide high-level administrative assistance to the VP of DAR and Executive Director of SMC, including calendar management, meeting coordination,
Prepare correspondence, reports, presentations, and other documents as needed.
Manage expense reports, procurement requests, and track departmental budgets.
Maintain digital and physical filing systems.
Respond to inquiries and act as a professional liaison internally and externally.
Development and Alumni Relations (DAR) Operations
Assist with compiling and analyzing data related to alumni engagement and fundraising activities.
Schedule and coordinate DAR meetings and retreats; draft agendas, take minutes, and track follow-ups.
Act as liaison to the President’s Office for DAR-related events and communications.
Support event planning and logistics for alumni and donor engagements.
Maintain the DAR master calendar and help manage donor and alumni outreach schedules.
Support stewardship communications such as thank-you notes, invitations, and reports.
Assist with data entry, report generation, and CRM coordination as needed.
Regularly notify the VP of possible gaps in staff, outreach, and platforms which will enhance DAR and university outcomes and goals.
Support digital outreach efforts, such as website updates and email communications.
Strategic Marketing and Communications (SMC) Operations
Serve as traffic manager for the SMC team: manage intake forms, assign jobs, monitor progress, and update stakeholders on status.
Maintain a communications master calendar and support coordination of campaigns and digital projects.
Assist with basic editing, proofreading, and content collection for marketing initiatives.
Coordinate updates to marketing webpages and ensure alignment with university branding.
Cross-Functional Coordination & Supervision Support
Serve as the primary contact for interns and work-study students supporting DAR and SMC; oversee onboarding, scheduling, and assignments.
Foster collaboration across departments such as Student Success, Student Life, and Enrollment.
Track project timelines, identify gaps or resource needs, and help escalate issues when necessary.
Qualifications and Skills
Bachelor’s degree preferred; emphasis in Communications, Marketing, Business, or Nonprofit Management is a plus.
3+ years of relevant experience in an administrative or project coordination role, preferably in higher education or non-profit sectors.
Exceptional organizational, written, and verbal communication skills.
Ability to work independently, managing multiple priorities and deadlines in a fast-paced environment.
Discretion and professionalism in handling confidential information.
Strong interpersonal and customer service skills.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools (Slack, Asana, etc.).
Experience with CRM systems or alumni/donor databases a plus (e.g., Affiniquest).
Work Environment & Schedule
Full-time position.
Occasional evening or weekend support for special events may be required.
Collaborative office setting with cross-departmental coordination.
Maryville University is committed to a policy of equal opportunity and prohibiting discrimination on the basis of age, disability, gender, genetic information, marital status, national origin, race/color, religion, sex, sexual orientation, veteran status, or any other status protected by law. This extends to all aspects of the employment relationship, including recruiting, hiring, training, on-the-job treatment, promotion, layoff, and termination.
Apply Now