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About the Role

The Alumni Coordinator provides operational leadership for alumni outreach initiatives, captures and organizes data for continuous monitoring and improvement, and manages a robust schedule of alumni programs and events for over 1200 alumni. The role involves planning, executing, and evaluating programs and projects, requiring expertise in project and event management. Additionally, the Coordinator provides executive administrative support to the Director of Alumni Engagement.

Responsibilities

Collaborates with the Alumni Engagement team and other stakeholders to develop and implement programs and events.
Provides operational leadership for tactical and process-driven activities including budgeting, facilities management, catering, and transportation planning.
Leads the logistical components of large-scale events, lectures, seminars, conferences, workshops, and special events.
Acts as a lead resource for and directs alumni as needed.
Coordinates with vendors, student organizations, university departments, and external partners for seamless event execution.
Develops and maintains informational resources and materials, such as databases for targeted communications.
Partners with colleagues to share content in an organized, creative, or thematic way.
Provides recommendations for program and technology innovation based on strategic goals and alumni needs.
Serves as a lead contact for vendor account management, overseeing communication for features, testing, and roll-out.
Utilizes databases, online survey tools, and Excel to provide reports evaluating programming, monitoring alumni progress, event participation, and engagement.
Maintains confidentiality of data.
Develops and manages comprehensive project plans, including timelines, logistics, and task assignments.
Designs and maintains web pages and online content for alumni-facing resources.
Manages event registration processes and accurate attendance tracking.
Maintains organized records, manages event-related contracts, and prepares timely follow-up reports and documentation.
Prepares and reconciles expense reports and manages reimbursements.
Manages and maintains executive schedules, including appointments, travel arrangements, meetings, and conferences.
Prepares, reviews, and edits correspondence, reports, presentations, and other documents.
Handles confidential and sensitive information with discretion.
Serves as the primary point of contact between the executive(s) and internal/external stakeholders.
Plans, schedules, and coordinates meetings, including preparation and follow-up on action items.
Arranges complex and detailed domestic and international travel plans, itineraries, and agendas.
Liaises with other departments and staff to support company-wide initiatives and operations.
Performs other related work as assigned.

Requirements

Minimum of a college or university degree in a related field or equivalent.
Minimum of 5+ years of work experience in operations management, hospitality, or program management.
Experience and expertise in managing programs or projects involving people.
Experience managing special events, workshops, or programs in an educational setting.
Proficiency with MS Office (Outlook, Word, Excel, PowerPoint).
Familiarity with project management systems (e.g., Asana), survey platforms (e.g., Qualtrics, Form Assembly), learning management systems (e.g., Canvas, Blackboard) preferred.
Experience with and proficient skills using various media and e-technology platforms for presentations and programs, including in-person and virtual events.
Excellent organizational and project management skills, creativity, flexibility, self-motivation, and attention to detail.
Ability to work independently and collaboratively, think creatively, and facilitate problem-solving.
Ability to thrive in a fast-paced, team-oriented environment with multi-tasking and competing priorities.
Strong work ethic, demonstrated professionalism, and a track record of establishing positive relationships, especially in multi-cultural environments/contexts.
Ability to work effectively with multiple internal and external stakeholders.
Excellent written and verbal communication skills.
Ability to work extended hours during peak periods, including evenings and weekends.
Requires in-person presence a minimum of three days per week, with potential for more during peak times.
Periodic travel for alumni events.
Ability to travel by car, climb stairs, stand for periods of time, bend, stoop, and lift up to 30 lbs.

Skills

Data management
Alumni systems (e.g., Hivebrite, Salesforce)
Project management systems (e.g., Asana)
Survey platforms (e.g., Qualtrics, Form Assembly)
Learning management systems (e.g., Canvas, Blackboard)
Media and e-technology platforms for presentations and programs
Organizational skills
Project management skills
Creativity
Flexibility
Self-motivation
Attention to detail
Independent work
Collaborative work
Creative thinking
Problem-solving
Multi-tasking
Written communication
Verbal communication

Location

Onsite (minimum 3 days per week)

Work Type

Full-time
Hybrid

Experience Level

5+ years

Education Level

College or university degree in related field or equivalent