Alumni Engagement Operations Coordinator

Washington and Lee University•Lexington, VA

1d•$53,000 - $62,000•Onsite

About The Position

The Alumni Engagement Operations Coordinator is a member of Washington and Lee University’s Alumni Engagement (AE) team. The AE Operations Coordinator manages operational systems and event logistics for on-campus and regional events and provides high-level logistical support for the Office of Alumni Engagement, including the physical office space, Hotchkiss Alumni House. The Operations Coordinator leads the planning on select events, manages the day-to-day operation of the Alumni Engagement office and works closely with AE staff to plan and execute reunions and banner events, affinity programs and events, chapter programs and events, and leads planning for several on-campus events annually. Manages AE work study student(s) and oversees the Kathekon program. Washington and Lee University actively promotes a dynamic and welcoming environment that allows students and employees of multiple backgrounds and perspectives to learn, work, and thrive together. Successful candidates will contribute to that environment and exhibit potential for excellence in their areas of expertise.

Requirements

High School diploma required and Bachelor’s degree preferred with a minimum of two years of administrative or event coordination experience or a combination of experience and education for which similar skills would be acquired.
Experience working in an academic, non-profit, event management, hospitality, fundraising or customer service setting is desirable.
Experience with Slate CRM system is a significant plus.
Must be proficient in Microsoft Office software.
Excellent written and verbal communication skills and strong organizational capabilities.
The ability to work effectively under pressure to meet deadlines while cultivating relationships is critical to success.
Experience and creativity working with different forms of digital communications is a plus, including web content management, email, and basic social media applications.
Must be a self-starter and have the ability to work independently, and to work collaboratively on a team to engage all segments of the alumni community and friends of the University.
Must be available for intermittent event-based evening and weekend work.

Nice To Haves

Experience working in an academic, non-profit, event management, hospitality, fundraising or customer service setting is desirable.
Experience with Slate CRM system is a significant plus.
Experience and creativity working with different forms of digital communications is a plus, including web content management, email, and basic social media applications.

Responsibilities

Responsible for the day-to-day management and operations of the Office of Alumni Engagement. Serves as the initial point of contact for the office, including fielding and responding to or delegating incoming emails to [email protected] and phone calls to the main Alumni Office line. Coordinates logistics and support for ad hoc alumni visits and requests.
Oversees and coordinates the general maintenance and upkeep of Hotchkiss Alumni House. Submits facilities requests and orders supplies for AE/Hotchkiss House needs. Manages the process for Hotchkiss Alumni House reservation requests and bookings. Builds relationships with the Facilities team and other departments across campus.
Processes AE team members’ work expenses and event and program invoices in Workday. Assists with booking team travel arrangements, as needed.
Supports the Executive Director with budgetary tracking and reporting, reviewing and analyzing budget versus actuals reports across budgets. Supports the Director in preparing yearly budgets and works to ensure proper allocation of funds according to departmental priorities.
Manages the Kathekon student volunteer program, including recruitment, training, scheduling, and stewardship of current and former members.
Supervises AE work study student(s) and summer interns, including recruitment, training, task delegation, and performance oversight.
Leads the planning of several annual events, with input from staff. These include First-Year BBQ, Parent and Family Weekend Children of Alumni Luncheon, Senior Class Photo, Senior Night BBQ, Children of Alumni Photos. Evaluates program outcomes and identify how they are supporting broader Advancement and Engagement goals. Recommends adjustments to improve effectiveness and guest experience.
Supports across all areas of AE relating to reunions and banner events, affinity programs and events, and chapter programs and events, i.e. logistical and administrative support, supporting with budgets and expenses for each, event production support, and day-of event staffing.
Develops and maintains standardized operational systems for event materials, including nametag production and guest materials, ensuring consistency and accuracy across Alumni Engagement events. Coordinate team meetings, including scheduling, booking space, prepping agendas (i.e. regular status meetings, team retreats). Maintains AE portions of shared Outlook calendars with other departments.
Assists with maintenance of records and data projects; supports the team with Slate records and queries.
Travels as needed to support regional and affinity-based alumni engagement programs. Serves as the on-site operational lead for select events, coordinating logistics, resolving issues in real time, and ensuring a high-quality alumni experience
Supports alumni relationship-building efforts through engagement activities, including coordinating alumni meetings during regional travel and documenting interactions through contact reports and CRM updates to ensure accurate tracking of alumni engagement.
Develops standard operating procedures for engagement event operations and processes and trains colleagues and student staff on operational systems and best practices.
Additional related duties as assigned.