Engagement and Events Coordinator

Chapman University Careers•Irvine, CA

About The Position

The Engagement and Events Coordinator advances Chapman University’s engagement and philanthropic goals by coordinating events and programs that bring together alumni, parents, students, and donors. Reporting to the Director of Alumni Engagement, this position provides administrative and operational support to the Elliott Alumni House team, ensuring exceptional service and high-quality experiences that deepen engagement and inspire philanthropic support across the Chapman community.

Requirements

Bachelor’s degree or equivalent education and experience.
Minimum of two years of experience in event coordination, program support, or administrative operations, preferably in higher education or nonprofit settings.
Strong organizational and project management skills, with the ability to prioritize and manage multiple projects and deadlines simultaneously.
Excellent written and verbal communication skills, with attention to detail, accuracy, and tone appropriate for diverse audiences.
Proficiency with Microsoft Office and comfort working with databases, CRMs, and online event or project management tools.
Commitment to providing exceptional customer service and fostering positive relationships with alumni, donors, volunteers, students, and campus partners.
Ability to work independently and collaboratively within a team environment, demonstrating initiative, flexibility, and problem-solving skills.
Willingness and ability to work occasional evenings and weekends in support of events.

Responsibilities

Support the planning, coordination, and execution of a wide range of in-person and virtual events serving alumni, parents, students, volunteers, and donors.
Develop and maintain event/project timelines and planning documents to ensure smooth execution and positive constituent experience.
Coordinate event logistics, including vendor communication and contracts, catering, floor plans, audiovisual needs, supplies, and budget tracking.
Collaborate with colleagues to create and distribute event invitations, confirmations, and related communications.
Manage event registration processes, including list management, attendance tracking, name tag preparation, and event materials.
Support team members with the management of volunteer boards and membership groups, including elections and membership renewals, meeting coordination, and related communications.
Provide on-site event support, including occasional evenings and weekends, as requested.
Conduct targeted outreach to alumni and other constituents to support specific initiatives or events, as requested.
Provide day-to-day operational support for the Elliott Alumni House and professional staff, including office organization, supply and promotional orders, mailings, and coordination of facilities and maintenance requests.
Manage the Alumni Engagement email inbox and phone line, delivering responsive, high-quality service to alumni, volunteers, and campus partners.
Maintain accurate and up-to-date constituent data in the University CRM , including contact information, activity reports, engagement history, and volunteer activity; generate reports as needed.
Oversee the department’s project management platform, ensuring tasks, deadlines, and deliverables are current and on target.
Process and reconcile departmental financial transactions, including purchase requisitions, expense reports, gift-in-kind forms, and p-card statements.
Recruit, train, and supervise student employees as requested, providing day-to-day direction and mentorship.
Assist with special projects and other duties as assigned.