Alumni and Constituent Relations Officer

  • Santa Fe, NM, USA
  • Sep 25, 2019
Full time Education

Job Description

Institute of American Indian Arts

                                                                    Job Description



Alumni and Constituent Relations Officer


Institutional Advancement




Director of Institutional Advancement


September 2019



Under the direction of the Director of Institutional Advancement, the incumbent is charged with the development and implementation of plans, strategies, and/or proposals to coordinate cultivation, recognition, and stewardship efforts designed to increase the active engagement of alumni and constituents of IAIA.  Incumbent will contribute in the building and strengthening of relationships with alumni, other constituents, and donor prospects.  As expected of all employees, this position requires the incumbent to perform his/her job responsibilities in a manner consistent with the overall mission and core values of the Institute.  In collaboration with the Director of Institutional Advancement, the incumbent sets and meets a variety of goals based on institutional priorities, including (but not limited to): an annual fund-raising objective, engagement opportunities, and event management. The incumbent develops programming that creates opportunities for improving and enhancing the Institute’s relationship with its alumni and other constituents. The incumbent coordinates with various IAIA departments utilizing alumni and provides a wide-range of related support for the Advancement activities. This position must support IAIA’s mission, vision, core values, and fundraising objectives.


  • Responsible for alumni and constituent relations, which includes but is not limited to the following specific duties (50%):
    • Manage assigned aspects of the constituent relations program, including soliciting donors and others for additional financial support, providing donors with reports on the activities of their respective scholarship funds, and conducting recognition events for donors.
    • Maintain important facts and information regarding major donors, i.e., birthdays, anniversaries, special accomplishments, in connection with cultivations and solicitations.
    • Develop and propose to the Director of Institutional Advancement an annual and strategic outreach plan which enhances IAIA’s relationships with its alumni, and which builds a broader base of alumni support for IAIA’s priorities.
    • Serve as staff liaison in the operation of all giving clubs, such as IAIA’s Alumni Association.
    • Serve as the principal contact for IAIA alumni.
    • Work closely with the Director of Institutional Advancement, as needed, to develop targeted appeals.
    • Work with the Marketing and Communications Director, as needed, on outreach to alumni and other constituents.
    • Maintain and update all alumni information in Raiser’s Edge to support reporting needs in relation to specific advancement efforts.
    • Be conscious and pro-active of the need for special constituent acknowledgements when necessary.
  • Accountable for administration of stewardship programs, which includes but is not limited to the following specific duties (40%):
    • Arrange, prepare, and staff strategically-focused events, including (but not limited to): planning, budget management, script development, social media marketing, scheduling, and contracts pertaining to alumni, donor, or other constituent activities.
    • Structure and maintain a stewardship program, including (but not limited to): recognition opportunities, communications opportunities, and engagement activities.
    • Work with various IAIA departments, as necessary, to implement stewardship activities, including (but not limited to), the Institutional Advancement office, the President’s office, the academic affairs division, the Museum, the Center for Lifelong Education, admissions, the finance department.
    • Work with the Director of Institutional Advancement and the President to ensure that the Institute’s Trustees, Foundation Board members, and other top donors in appropriate Institute activities and are recognized for their service and generosity.
    • Assist the Director of Institutional Advancement, as needed, on prospect research and major donor activities.
  • Other duties (10%):
    • As needed, participate in, and support, Institutional Advancement projects and/or activities.
    • Comply with all IAIA policies, departmental procedures, and the chain-of-command.
    • Adhere to IAIA’s policies and standards of conduct, ethics, and confidentiality.
    • Reflect sensitivity and respect for cultural belief systems and activities.
    • Complete other assignments as assigned.



Incumbent must have a Bachelor’s degree, with knowledge of Native American Art / Art History or similar field. The incumbent also must have a background in constituent relations, cultivation, the management of comparable records, as well as some project management experience.  Incumbent must have a current and valid NM drivers’ license, plus a clean driving record in order to be bondable to drive IAIA vehicles.


PREFERRED EXPERIENCE: Three years of prospect development expertise, knowledge of advancement process, systems, and procedures, with a broad-based knowledge of educational fundraising.



  • Ability to deal effectively and successfully with a wide range of individuals within and out of IAIA.
  • Must have a broad-base of expertise and skills related to constituent cultivation, stewardship, and special event planning.
  • Must have knowledge of and proficiency in all social media platforms.
  • Proven and excellent verbal, written, and organizational skills required.
  • Be deadline and detail oriented.
  • Must possess a high level of drive and a confident mindset.
  • Demonstrated creativity in problem-solving and program development.
  • Must demonstrate proficient knowledge of database/donor tracking program (e.g. Raisers Edge), including Microsoft Office products, computers, Excel and Internet.
  • Demonstrated and strong interpersonal skills in dealing with constituents, so as to provide excellent customer service.
  • Demonstrated organizational skills to work effectively in a fast-paced environment.
  • Ability to work unsupervised, reflecting initiative and flexibility in starting projects and bringing projects to successful completion in a timely manner.
  • Demonstrated ability to work collaboratively in a complex environment, but also to work independently and without close supervision.
  • Outstanding organizational and project-management skills, plus attention to details, in order to effectively administer a budget, resources and/or volunteers.
  • Demonstrated ability to relate and work with an ethnically diverse constituency of donors, alumni, friends, faculty, staff, students and educational leaders.
  • Demonstrated ability to reflect at all times a positive, professional and courteous demeanor and presence.
  • Must be self-motivated, and able to work well both independently and cooperatively and proven success working as an engaged member of a team.
  • Position requires a high degree of professionalism, tact and diplomacy, and sensitivity to highly confidential information.
  • Willingness to learn a must.
  • Must be able to travel in support of IAIA’s fundraising, development and/or outreach activities.
  • Must be bondable to drive an organizational fleet vehicle to/from events as required.
  • Ability to work occasional evening and weekend hours.



  • Work is performed in an office environment, desk job, with attendance required for outside activities to include fundraising events, special events, and other job-related venues.
  • Must be able to independently move/maneuver/carry items weighing up to 25 lbs. (e.g. printed materials, art items, etc.).
  • Ability to read and interpret basic to complex data/information/guidelines/ procedures related to institutional advancement.
  • Ability to effectively present verbally or in writing alumni and membership development support information.
  • Ability to effectively utilize all applicable computer systems, databases and/or applications.
  • Ability to conduct out-of-town travel for meetings and conferences using a personal vehicle or IAIA vehicle.
  • Performance evaluation will include assessment of performance of job duties as described herein.
  • Ability to perform other duties as assigned.
  • Management has the right to revise this job description at any time, with or without notice.
  • This job description does not list all the duties of the job.
  • The job description is not a contract for employment.