Administrative Coordinator for Classes and Reunion Team

University of Pennsylvania

11d•$22 - $23•Onsite

About The Position

The Coordinator works in the central Office of Alumni Relations as an integral member of the Classes and Reunions (C&R) Team—comprised of the Director, three Assistant Directors, and the Coordinator—and the Students & Young Alumni Team, which includes the Director, Associate Director, and Graduate Assistant. This position involves extensive administrative responsibilities, as well as event planning and logistical support. The primary area of responsibility is supporting the Classes and Reunions Program, with a focus on the Homecoming and Alumni Weekend registration processes, as well as class-specific programming throughout the year. A secondary area of responsibility is serving as advisor to the Penn Traditions student group and supporting the Students and Young Alumni Team. The Coordinator also assists Alumni Programs as needed. The Coordinator works closely with administrative assistants to support Penn Alumni Relations and collaborate on projects as required. The Classes and Reunions Team serves and engages a diverse constituency of current Penn students and undergraduate alumni.

Requirements

High School Grad/GE Degree, and 5 to 7 years of progressively responsible administrative experience in public relations, volunteer management, customer service or related field or equivalent combination of education and experience is required.
Candidate must be willing to work occasional evenings and weekends in conjunction with alumni activities and events.
Valid driver’s license.
Excellent customer service, strong organizational skills, and a high level of attention to detail and accuracy.
The ability to anticipate needs, take initiative, and effectively multitask in a fast-paced environment is essential.

Nice To Haves

Demonstrated proficiency with the Microsoft Office suite, social media platforms, and electronic communications.
Basic knowledge of HTML is preferred and helpful for website design and the creation of online registration sites.
Budgetary skills are required; familiarity with the University’s financial system, Ben Financials, is preferred.

Responsibilities

Serve as liaison and primary point of contact for Homecoming and Alumni Weekend registration, collaborating with Classes and Reunions staff, Alumni Relations Communications, campus partners, and third-party vendors to design, implement, and manage registration processes and troubleshoot issues before and during events.
Maintain registration documentation and event-specific check-in guidance, and serve as Event Manager for the registration tent, including recruiting, training, and supervising staff, volunteers, and students; overseeing on-site registration flow; and coordinating setup and breakdown with Programs and Special Events staff.
Liaise with vendors, DAR partners, and campus partners to improve registration processes, data collection, and vendor contracts; manage Classes and Reunions and AlumniQ technology; provide benchmarking for registration-based events; and serve as lead customer service manager for alumni regarding registration processes and signature event information.
Monitor Classes and Reunions and Penn Traditions, Student & Young Alumni Programming budgets.
Submit all departmental estimates for Purchase Order creation (or Pro Card requests, Bank deposits and Journal transfers).
Track all payments, coordinating with vendors for C&R Alumni Weekend, C&R General, Penn Traditions, and Young Alumni.
Manage vendor contracts and billing.
Perform Fiscal Year End closing duties (vendor communications, tracking status of and closing of purchase orders, work closely with DAR Finance and Facilities team.)
Assist with planning and execution of the Penn Reunion Volunteer Kickoff (PRVK), Alumni Class Leadership Council (ACLC) meetings, the biennial Class Presidents event, and other team initiatives.
Work with the Director and the ACLC Awards Committee to support the annual Class Awards process.
Provide ongoing support through technical and agenda assistance for ACLC virtual and in-person meetings and by collecting and updating content for the featured Class section of the ACLC website.
Manage weekly C&R team meeting agendas, maintain team tracking documents, and oversee the Reunion email account.
Provide support for communications initiatives and assist with website maintenance as needed.
Collaborate with Alumni Relations Communications staff on large-scale projects.
Support student and young alumni programming in close collaboration with the Penn Traditions and Young Alumni Programs Director and Associate Director.
Provide administrative and programmatic support to the Penn Traditions Committee and Philanthropy Ambassadors, including management of the Penn Traditions Alumni Engagement Fund (PTAEF) and coordination with The Penn Fund on philanthropy education and events.
Assume responsibility for budget management and tracking for PTAEF and committee funding, and liaise with student organizations and student affairs administrators to process payments and promote philanthropy initiatives.
Support and participate in signature student and young alumni programs, including New Student Orientation, Final Toast, New Alumni Orientation, and young alumni events, and collaborate on related communications.
Provide guidance, training, and administrative support to the Graduate Assistant.
Partner with Student & Young Alumni leadership and the Assistant Director of Student Philanthropy to develop annual plans, leadership and event management frameworks, and budget training for Philanthropy Ambassadors; lead weekly meetings with student leaders; and support planning and execution of Penn It Forward Week and new Penn Traditions programs.
Lead the Students and Young Alumni Team’s partnership with the Penn Alumni Ambassador Program for the February Club Wine & Cheese Event, overseeing planning, budgeting, registration, logistics, volunteer coordination, and collaboration with Communications, Programs & Special Events, and external vendors.
Collaborate with departmental administrative staff to manage all incoming phone calls, including answering general inquiries, directing callers to appropriate staff members, and taking messages as needed.
Provide front desk coverage on an occasional basis.
Utilize registration tools to create event registration websites and process registrations for Penn Alumni events.
Prepare participant name badges and assemble related registration materials.
Register participants via phone, mail, and on-site, and provide on-site support at events as required.
Assist the Classes & Reunions Director on all Projects as needed.

Benefits

Excellent healthcare and tuition benefits for employees and their families
Generous retirement benefits
A wide variety of professional development opportunities
Supportive work and family benefits
A wealth of health and wellness programs and resources
Comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits
Flexible spending accounts
Tuition assistance for employee, spouse, and dependent children
Generous retirement plans (Basic, Matching, and Supplemental)
Long-Term Care Insurance
Wellness and Work-life Resources
Professional and Personal Development resources
Access to University Resources, cultural and recreational activities
Discounts and Special Services (arts, entertainment, transportation, mortgages, new cars, cellular phone service, movie tickets, theme parks)
Flexible Work Hours
Penn Home Ownership Services (forgivable loan for eligible employees)
Adoption Assistance