Alumnae Engagement Specialist

MEMBER EXPERIENCE DEPARTMENT

Title: Alumnae Engagement Specialist

Supervisor: Director of Member Experience

Status: Full-time Exempt

Location: Remote or Memphis, TN (Candidates in proximity to the headquarters location are required to work onsite, 4 days a week).

Position Summary

The Alumnae Engagement Specialist provides operational and administrative support for alumnae and volunteer engagement initiatives across Kappa Delta. This role executes day-to-day processes related to alumnae chapters, volunteer pipeline management, data administration, event logistics, and member communications. The Specialist ensures seamless tactical execution of programs, accurate data management, and responsive, on-brand member service. The position is a full-time staff position based at headquarters in Memphis, TN; remote employment will be considered for candidates outside of the Memphis metropolitan area. The Member Experience Specialist reports to the Director of Member Experience.

Essential Functions

Volunteer Pipeline (30%)

• Support the functions of the Volunteer Recruitment Committee including creating and maintaining forms, distributing and collecting member data, documenting volunteer statuses, automated communications, and other associated processes. 
• Maintain and update local and national volunteer data in Salesforce.
• Distribute appointment documents and materials to the National Leadership Team.
• Build and distribute reports in Salesforce
• Manage and provide user support for Kappa Delta’s travel booking platform, Perk, including on- and off-boarding staff and national volunteers. 
• Maintain and update the National Volunteer Travel & Expense Policy as necessary. 
• Maintain and publish National Volunteer directories and the Division Chart.
• Apply a digital mindset when solving problems and creating efficiencies

Alumnae Chapters (AC) (20%)

• Act as the first point of contact for ACs at headquarters, via email, phone, and virtual meetings, ensuring all communication is clear, professional, and aligned with brand standards.
• Execute day-to-day operational support for ACs under direction from the National Vice President-Alumnae and Member Experience Manager. 
• Track, report, and send recognition of payment/completion for AC Service Fees and AC reports.
• Analyze data from ACs to facilitate the AC awards process for each national convention and communicate the impact of engagement activities. 
• Update AC training materials and facilitate training for AC officers on sorority policies, leadership structures, programming, budgeting, and general operations.
• Provide ACs with resources to promote current Kappa Delta initiatives within the chapter, their local community, and how to be featured in national publications and communications. 
• Assist with the development of content for AC email newsletters.
• Manage Billhighway services and Member Portal functions for ACs and serve as point of contact for AC officers.
• Execute Billhighway onboarding and training for ACs and A-NLT, including resource development, milestone check-ins, and ongoing support
• Partner with A-NLT to support new and reorganizing chapters by creating andmaintainingonboardingmaterials,distributingalumnaedata,creatinginterest surveys, and other processes as needed. 

Alumnae Experience (25%)

• Act as the first point of contact for alumnae at headquarters, via email, phone, and virtual meetings, ensuring all communication is clear, professional, and aligned with brand standards.
• Responsible for maintaining and updating alumnae and AC information in Salesforce. 
• Document, report, and recognize the receipt of alumnae dues.
• Facilitate the documentation and approval process for alumnae reinstatements, resignations, and initiations. 
• Document, report, and recognize alumnae life events, including deceased notices and development of the In Memorialists for the Angelos and convention. 
• Execute processes related to member data requests
• Manage the process for Member Portal support cases from alumnae members. 
• Support execution of the recruitment recommendation form process.
• Manage and execute the alumnae Milestone Program, including ordering supplies, processing orders, communicating with alumnae, maintaining data accuracy, and optimizing program workflows in collaboration with the Communication team. 

Alumnae-National Leadership Team Support (10%)

• Provide operational support to the NVP-Alumnae and Member Experience Manager for A-NLT training materials, reporting, and logistics
• Responsible for the planning and on-site execution of logistics for A-NLT training events.
• Create, update and track submission of A-NLT reports.
• Provide A-NLT with data and tools, such as alumnae contact information and survey platforms, to accomplish their goals.
• Ensure all communications to A-NLT are clear, professional and aligned with brand standards.

Events (10%)

• Participate in the planning and execution of alumnae programming at National Convention, including alumnae delegate registration, awards processes, recognition ceremonies, and event support.
• Participate in the building, data collection, and on-site execution of the registration platform for events including but not limited to Convention.
• Monitor registration data accuracy and follow up with attendees to ensure complete and correct information.
• Provide ongoing support to event registrants, troubleshooting issues and answering questions throughout the registration process
• Facilitate the process for annual and biennial alumnae and Alumnae Chapter reports and awards in conjunction with A-NLT
• Provide on-site staff support for alumnae and volunteer programming at Convention and other national events as assigned

Executive & Committee Support (10%)

• Create and manage event agendas and document storage for in-person governance committee and national council meetings. 
• Create and send instructions to national volunteers regarding in-person events related to travel, expenses, lodging, meals, and other logistics. 
• Support the Director of Member Experience with other logistical tasks and on-site event management needed for governance committee and national council meetings. 

Requirements

• Bachelor's degree preferred or equivalent combination of education and experience
• 2-3 years of work experience in nonprofit, customer service, association management, operations, or related work
• Experience with data management and CRM systems, preferably Salesforce
• Strong organizational skills with exceptional attention to detail
• Excellent written and oral communication skills while keeping the brand voice consistent
• Strong customer service orientation with ability to build positive relationships with members and volunteers
• Proficiency with Microsoft 365 products, Adobe Acrobat, and ability to learn new software tools quickly
• Working knowledge of social media platforms and their utilities
• Ability to manage multiple priorities, take initiative, and meet deadlines
• Ability to work independently while also collaborating effectively with team members
• Ability to thrive in a fast-paced environment
• Ability to travel occasionally
• Prior experience working or volunteering for a fraternal organization is a plus
• Membership in Kappa Delta Sorority is a plus

Physical and Environmental Requirements

• Must be able to operate a computer and navigate applications with a smart phone, computer, and or tablet.
• Position may require prolonged periods of sitting.
• Some travel may be required.
• Must be able to use hand and arms for repetitive movement such as movement of wrists, hands, and fingers while typing.
• Must be able to converse with colleagues via phone and computer programs.
• If working remotely must have quiet full-time office space and sufficient internet connection.