Alumni Relations Coordinator, College of Medicine

Penn State University • New York, NY

7d

About The Position

Penn State is currently seeking an Alumni Relations Coordinator to support the Office of Alumni Relations at the College of Medicine. As a member of the Division of Development and Alumni Relations, you can play an integral role in Penn State’s future and contribute to one of the most successful fundraising and alumni relations operations in the country. Reporting to the Associate Director of Alumni Relations and working closely with University Development, as well as other partners, this Alumni Relations Coordinator will: Articulate Penn State’s needs, ambitions, and values through excellent informal and formal communications. Provide logistical support and contribute to the development, implementation, and long-range planning of alumni engagement strategies and programs, including events, communications, and outreach initiatives to strengthen community connections and advance alumni relations. Work closely with internal teams to align alumni relations efforts with broader organizational goals. Assist with scheduling, communications, and preparation of materials for alumni events and programs. Create and manage event registration pages, RSVPs, guest communications, and post-event follow-up. Offer on-site event support to ensure smooth execution. Collect and analyze alumni feedback to assess engagement strategies and identify opportunities for improvement. Coordinate the purchase and inventory maintenance of branded promotional items, annual awards, gifts and events supplies and maintain effective relationships with vendors to support smooth operations and timely delivery. Draft communications and resources such as emails, letters, Alumni Beat e-newsletter, flyers, etc. with increasing independence. Maintain online website content Manage the Alumni Relations inbox, respond to inquiries, and direct alumni to appropriate resources. Maintain and update alumni records, ensuring accuracy for outreach and engagement efforts. Assist with budget tracking, invoice processing, and expense reporting. Maintain calendars, alumni databases, and organized files related to alumni activities. Attend workshops and training sessions to enhance skills and knowledge.

Requirements

• Exceptional attention to detail and accuracy in managing registrations, calendars, and data, with strong organizational skills and the ability to prioritize and multitask effectively.
• Technologically proficient, with advanced knowledge of Microsoft Office Suite (Word, Excel, PowerPoint) and the ability to learn new systems quickly.
• Exemplary interpersonal and communication skills, complemented by strong customer service abilities.
• Ability to remain composed under pressure and adapt to shifting priorities in a fast-paced environment.
• Quick thinker with sound judgment and effective decision-making skills.
• Highly motivated and eager to learn, grow, and contribute to the success of the team and department.
• Skilled in managing the procurement and inventory of branded promotional items and maintaining positive vendor relationships to ensure timely and cost-effective fulfillment.
• The ability to create and maintain an inclusive and respectful environment for all students and colleagues.
• A proven ability to self-motivate and work both independently and as part of a team.
• A commitment to professional development, learning, and being mentored.
• Bachelor's Degree
• No prior relevant work experience required; previous relevant work experience accepted in lieu of education.

Nice To Haves

• Experience supporting or coordinating events preferred.

Responsibilities

• Articulate Penn State’s needs, ambitions, and values through excellent informal and formal communications.
• Provide logistical support and contribute to the development, implementation, and long-range planning of alumni engagement strategies and programs, including events, communications, and outreach initiatives to strengthen community connections and advance alumni relations.
• Work closely with internal teams to align alumni relations efforts with broader organizational goals.
• Assist with scheduling, communications, and preparation of materials for alumni events and programs.
• Create and manage event registration pages, RSVPs, guest communications, and post-event follow-up.
• Offer on-site event support to ensure smooth execution.
• Collect and analyze alumni feedback to assess engagement strategies and identify opportunities for improvement.
• Coordinate the purchase and inventory maintenance of branded promotional items, annual awards, gifts and events supplies and maintain effective relationships with vendors to support smooth operations and timely delivery.
• Draft communications and resources such as emails, letters, Alumni Beat e-newsletter, flyers, etc. with increasing independence.
• Maintain online website content
• Manage the Alumni Relations inbox, respond to inquiries, and direct alumni to appropriate resources.
• Maintain and update alumni records, ensuring accuracy for outreach and engagement efforts.
• Assist with budget tracking, invoice processing, and expense reporting.
• Maintain calendars, alumni databases, and organized files related to alumni activities.
• Attend workshops and training sessions to enhance skills and knowledge.

Benefits

• Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional well-being.
• In addition to comprehensive medical, dental, and vision coverage, employees enjoy robust retirement plans and substantial paid time off which includes holidays, vacation and sick time.
• One of the standout benefits is the generous 75% tuition discount, available to employees as well as eligible spouses and children.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 5,001-10,000 employees