Coordinator, Alumni Engagement & Special Events

Position Information

Working Title: Coordinator, Alumni Engagement & Special Events

Department: Alumni Engagement & Special Events

Compensation

Title:

Coordinator, Alumni & Special Events

Position Number:

Position Status: Regular

Work Schedule: Full time, Monday through Friday 8:15am-4:30pm, some evenings and weekends.

Hours per Week: 37.5

Months per Year: 12

Purpose of Position: This position supports alumni engagement and special events for donors, alumni, students, faculty, staff, and the external community. The coordinator manages the Grad Fair and related events and assists the Associate Director with the planning and execution of all Commencement activities. The role is responsible for coordinating logistics for the Alumni Board of Directors, alumni and special events, and all alumni volunteer initiatives.

The coordinator serves as the department's budgetary manager and is responsible for all related financial processes, including travel expenses, pro-card reconciliation, purchase requisitions, reimbursements, and tracking expenses and revenue. This position coordinates all accounting activities in SAP for both University and Foundation accounts related to Alumni Engagement, Special Events, and Commencement. The role works closely with academic and administrative leaders, as well as external audiences including alumni, donors, and volunteers.

• Assist with coordinating and executing logistics for alumni engagement and special events, including but not limited to the Alumni Awards Dinner and Celebration, Homecoming activities, Norse Nuptials, Victor's Salute to Graduates, Lincoln Awards, holiday parties, employee and alumni appreciation events, and Presidential events. Support the planning and execution of all events, including stewardship efforts. Responsibilities include guest correspondence, vendor scheduling, catering coordination, managing event RSVPs and maintaining event records in the CRM, as well as supporting marketing and communication efforts, including developing content for social media and the website.
• Serve as the budgetary manager for Alumni Engagement, Special Events, and Commencement for both University and Foundation accounts. Responsibilities include processing purchase requisitions, reimbursements, deposits, budget transfers, check requests, travel arrangements, and reconciling credit card accounts for all staff members. Process scholarship and student award payments.
• Manage new hire paperwork for all professional staff and student employees within the department. Approve time for staff and students, coordinate training, and all onboarding efforts. Manage and respond to emails sent to alumni and special events. Coordinate with external vendors to order apparel, gifts, and giveaways; maintain inventory of promotional items; and assist with the organization and access to storage space for the Division.
• Assist the Senior Director with logistics for Alumni Board of Directors meetings by securing locations and coordinating room setup, ordering catering, and creating and maintaining distribution lists, board rosters, bylaws, expectations, and metrics. This role coordinates resources for all Board meetings, including the summer retreat, Co-Chair training, and task forces. Attend all meetings, record minutes, and provide support for Board committees and task forces.
• Assist the Associate Director of Alumni Engagement and Special Events with the planning and execution of Commencement. Responsibilities include working with the Registrar's Office to generate graduate lists and ceremony cards; updating the Commencement website; coordinating catering, flowers, parking, and honor cord distribution; and assisting with ceremony setup. The coordinator will manage the check-in process for graduates.
• Manage and execute the Grad Fair each semester for graduating students. Collaborate with key campus partners to ensure appropriate services and resources are available to graduates. Coordinate catering and setup, develop and distribute communications to students and the campus community, create website content, promotional materials, and social media posts. Work with the team to…