What are the responsibilities and job description for the Program Coordinator - Intercollegiate Athletics position at uic?
The Program Coordinator for Intercollegiate Athletics is responsible for planning, coordinating, and executing a wide range of development, engagement, and operational initiatives that support the department's mission to enhance student-athlete success and elevate the university's athletic profile. This position plays a key role in advancing alumni and donor engagement, managing events, supporting fundraising efforts, and coordinating communications and stewardship activities.
Working collaboratively with internal departments and the Office of the Vice Chancellor for Advancement (OVCA), this role helps cultivate relationships, increase philanthropic support, and ensure high level service to alumni, donors, corporate partners, and other stakeholders.
Duties & Responsibilities:
- Donor and Alumni Engagement/Annual Fund – Assist in developing and implementing strategic plans to grow donor and alumni engagement, increasing participation and philanthropic support. Support and execute the Flames Athletic Fund, including coordination of annual giving campaigns, solicitation effort, and stewardship activities. Engage alumni, parents, former student-athletes, and fans through targeted outreach and programing. Track engagement efforts and assist in converting prospects into active donors.
- Event and Game Day Operations – Coordinate and execute athletics-related events, including alumni events, hospitality functions, Hall of Fame ceremonies, senior days, and donor recognition events. Support planning and logistics for recruiting visits, postseason events, and sport-specific initiatives. Manage all phases of events, including pre-planning, on-site coordination, and post-event follow-up. Staff games and serve as a point of contact for donor and VIP engagement activities.
- Stewardship and Scholarship Coordination – Manage scholarship-related process, including coordinating of donor funded scholarship, selection, support, and communication with recipients and donors. Execute donor stewardship efforts such as acknowledgements, impact reporting, and benefit fulfillment.
- Engagement Initiatives & Advisory Boards - Plan and implement engagement opportunities such as tours, speaking engagements, and special events connecting alumni, donors, and community partners with Athletics. Serve as liaison to advisory boards and volunteer groups, supporting meetings, communications, and strategic initiatives. Record and maintain meeting materials, including agendas and minutes.
- Communications - Coordinate communications to alumni, donors, season ticket holders, and fans, including newsletters, invitations, and digital outreach. Collaborate with Athletics Communications and campus partners to ensure consistent messaging align with departmental priorities. Support utilization of CRM and email platforms for targeted engagement efforts.
- Coordination & Partnerships - Serve as a liaison between Intercollegiate Athletics and OVCA to ensure alignment on engagement, fundraising, and stewardship initiatives. Collaborate with development staff, corporate relations, and community partners to support relationship management and partnership activities. Assist in coordinating giving days and other campus-wide advancement initiatives.
- Operations & Gift Processing - Assist with gift processing, tracking, and reporting in coordination with advancement systems and policies. Maintain accurate alumni and donor records in institutional databases. Ensure adherence to best practices in data management and reporting.
- Perform other related duties & participate in special projects as assigned.