Coordinator, Alumni & Services

Coordinator, Alumni Experiences & Services

The Coordinator for Alumni Experiences & Services at the Alumni House at William & Mary is a critical member of the Business Development & Alumni Experiences team in the Office of University Advancement at W&M and is responsible for providing exceptional event and administrative support and exemplary customer service to alumni and guests at the Alumni House. The Coordinator is responsible for engaging members of the W&M and broader community, supporting programming and events that contribute to the team's engagement and educational goals.

The Coordinator will provide direct operational and administrative support to the Alumni Experiences and Alumni Services programs. The Coordinator reports to the Associate Director for Alumni Experiences. The Coordinator for Alumni Experiences & Services will help foster a culture of belonging that embraces all people and perspectives. This is a full-time, in-person position based in Williamsburg at the W&M Alumni House.

This position is classified as operational, meaning it is salaried and eligible for overtime (non-exempt). For benefits and leave purposes, this role falls under the "Operational" classification.

Salary: $40,000-$45,000, commensurate with experience and internal alignment.

Required Qualifications:

• High school graduate or equivalent.
• Administrative experience in a fast-paced office environment.
• Knowledge of various marketing practices and plans with the ability to develop and support such plans.
• Analytical, computational, and quantitative skills, with the ability to track and compile data to produce reports in a variety of formats.
• Computer proficiency in a variety of software applications to include MS Office, Adobe, and web-based marketing and scheduling platforms.
• Excellent oral and written communication skills, with strong customer service skills and the ability to work effectively with internal and external constituencies, while exercising diplomacy and tact in all interactions.
• Detailed planning skills, with knowledge of event venue management and travel coordination.

Preferred Qualifications:

• Bachelor's degree.
• Experience in higher education and/or non-profit environment.
• Knowledge or familiarity with travel logistics planning and experience with event planning and management.
• Previous administrative or coordination experience, preferably in alumni relations or event planning.
• Demonstrated experience in data tracking and management for venue management and/or travel related industry.
• Experience working in a customer service/hospitality focused role.
• Experience with social media and web marketing-based platforms.
• Experience with vendor management.
• Experience with the Commonwealth of VA policies and procedures.

Conditions of Employment:

• This is a non-exempt position, eligible to receive overtime in accordance with the Fair Labor Standards Act. This position is subject to overtime (both scheduled and unscheduled), as directed and approved by the supervisor.
• This position may require additional hours beyond the typical work week, especially evenings and weekends around major activities and events.
• Flexibility is required to travel as needed.

Job Duties:

75% - Administrative Support for Alumni Experiences & Services:

• Serve as the first point of contact at the Alumni house, greeting alumni and visitors from the hospitality desk in the lobby.
• Track Alumni Journeys and Lifelong Learning data to support the Associate Director in forecasting budgets and programming.
• Assist in the day-to-day operations of the Alumni Journeys and Lifelong Learning registration process to include processing payments, tracking registrations and engagement, follow up and direct communications with travelers as required. Prepare host travel documents and materials for Alumni Journeys trips in partnership with Associate Director.
• Provide participants with essential information and serve as their first point of contact, offering support for travel-related and Lifelong Learning inquiries.
• Maintain accurate records in alumni databases, ensuring that information is up-to-date and accessible, and generate reports and analytics related to alumni experiences and services programs as needed.
• Collaborate with the finance department to ensure accurate and timely financial reporting of alumni experiences programming, products and services.
• Foster positive relationships with alumni through effective communication and responsiveness.
• Gather feedback from alumni participants to assess the success of trips and lifelong learning programs for the team to make continuous improvements and use this information to prepare post-trip/program reports, including feedback from participants and recommendations for improvement.
• Collaborate with the Associate Director to manage the @wmalumnijourneys social media channel, developing and executing clear marketing plans and goals.
• Prepare and organize documents, reports, and presentations as needed.
• Serve as a liaison between the Alumni Experiences &…