Alumni Coordinator

General Summary

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 more than 1200 alumni. Reporting to the Director of Alumni Engagement, the Coordinator also plans, executes, and evaluates programs, projects, and process effectiveness. The role requires project and events management expertise, including room reservations, calendar management, registration and evaluation systems, reimbursement systems and other relevant activities. Additionally, the Manager provides executive administrative support to the Director including scheduling, communications, and process documentation.

Principal Duties and Responsibilities

• Collaborates with the Alumni Engagement team and other stakeholders including various departments, high-profile executives, and alumni to develop and implement programs and events. 
• Provides operational leadership; key planning- and execution-related responsibilities includes tactical and process-driven activities such as budgeting, facilities management, catering, transportation planning, desktop publishing, reimbursement systems or greeting/hosting participants.

• Leads the logistical components of large-scale events, lectures, seminars, conferences, hands-on workshops, special events, training programs, and one-on-one coaching sessions. Acts as a lead resource for and directs alumni as needed. Coordinates with vendors, student organizations, university departments, and external partners to ensure seamless event execution.

• Develops and maintains informational resources and materials, such as databases designed to facilitate targeted communications with large groups of program participants. Partners with colleagues to share content in an organized, creative, or thematic way.
• Provides recommendations for program and technology innovation and enhancements based on team strategic goals, and assessment of alumni trends and needs. Serve 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 ongoing and one-time reports that evaluate programming, monitor alumni progress, event participation, and engagement, while maintaining confidentiality.

• Develops and manages comprehensive project plans, including timelines, logistics, task assignments, and operational details.

• Designs and maintains web pages and online content for alumni-facing resources.

• Manages event registration processes and accurate attendance tracking.
• Maintains organized records, manage 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.
• Prepare, review, and edit correspondence, reports, presentations, and other documents.
• Handle confidential and sensitive information with discretion.
• Serve as the primary point of contact between the executive(s) and internal/external stakeholders.
• Plan, schedule, and coordinate meetings, including preparation and follow up on action items.
• Arrange complex and detailed domestic and international travel plans, itineraries, and agendas.
• Liaise with other departments and staff to support company-wide initiatives and operations.
• Performs other related work as assigned

Knowledge, Skills, and Experience

• Minimum requirements include a college or university degree in related field or equivalent.
• Minimum requirements include knowledge and skills developed through 5 years of work experience in operations management, hospitality, or program management. Data management is preferred.
• Experience and expertise with managing programs or projects involving people who may or may not report to you.
• Experience managing special events, workshops, or programs in an educational setting.
• Proficiency with MS office (Outlook, Word, Excel, PowerPoint). 
• Knowledge of alumni systems (e.g., Hivebrite, Salesforce) a plus.
• 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 required. 
• Ability to work independently and collaboratively, think creatively, and facilitate problem-solving.
• Ability to thrive in a fast-paced, team-oriented environment where multi-tasking and competing priorities is the norm.
• Strong work ethic, demonstrated professionalism, and a track record of establishing positive relationships especially in multi-cultural environments/contexts.
• Work effectively with multiple internal and external stakeholders, such as staff, faculty, alumni, and external constituencies, such as vendors, mentors, etc.
• Excellent written and verbal communication skills required. 
• Work extended hours during peak periods, or for cross border meetings, including evenings and weekends.
• This role will require in-person presence a minimum of three days per week, although more in-person engagement may be required during peak times, and 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. required.