Alumni Engagement Coordinator

The University of Toledo Foundation; Toledo (OH); On-site; USD 45,000 - 65,000; Full time

Job summary

The University of Toledo Foundation is seeking an administrative professional to support the Office of Alumni Engagement and Annual Giving. You will coordinate events, travel opportunities, and engagement activities, enabling staff to focus on cultivating relationships with alumni, donors, and community partners.

Responsibilities include coordinating registration and check-in for events, planning logistics and communications, managing calendars, assisting with onsite and offsite engagements, and

Qualifications

• Three to five years of related work experience.
• Experience planning and coordinating events, preferably in higher education.
• Demonstrated ability to interact with alumni, students, faculty, staff, administrators, and community representatives.
• High level of computer skills including Microsoft Office and other integrated software products.
• Proven written and verbal communication skills.
• Must be willing to work evenings and weekends as needed.

Responsibilities

• Coordinate registration and check-in processes for alumni events and engagement activities.
• Assist Alumni Engagement staff with planning, logistics, participant communications, registration management, and execution for on-site and off-site engagement events.
• Assist with organizing and executing large alumni engagements, including annual events and events linked to Athletics.
• Process and balance transactions for event registrations and support accurate financial recording.
• Serve as lead liaison for assigned alumni chapters and affiliates, supporting communications, volunteer coordination, programming and events.
• Lead team for answering the office phone, managing emails, sorting mail, and reserving meeting spaces.
• Coordinate Alumni Marshal participation for commencement activities twice per year.
• Maintain calendar of alumni engagements for staff planning and Foundation.
• Back up Membership Secretary and Alumni Engagement Coordinator as needed.

Skills

Event planning

Customer service

Communications

Microsoft Office

Team coordination

Evenings/weekends availability

Education

Bachelor's degree preferred

Tools

Microsoft Office

Job description

PRIMARY RESPONSIBILITY:

Provides comprehensive administrative, customer service, and event coordination support for the Office of Alumni Engagement and Annual Giving. The position supports the planning and execution of alumni programs, events, travel opportunities, and engagement activities, enabling professional staff to focus on cultivating and strengthening relationships with alumni, donors, and community partners.

SPECIFIC DUTIES:

The following duties reflect management’s assignment of essential functions; they do not prescribe or restrict the tasks that may be assigned. The position supports a high volume of alumni events and engagement activities and serves as a key operational resource for the office.

• Coordinate registration and check-in processes for alumni events and engagement activities.
• Assist Alumni Engagement staff with planning, logistics, participant communications, registration management, and execution for on-site and off-site engagement events.
• Assist with organizing and executing large alumni engagements, including annual events and events linked to Athletics. Work directly with alumni and guests to confirm/communicate specific requests/needs to coordinate desired accommodations. Create and assemble travel packets for event staff, including all required passes and assignments for events and assist with coordinating volunteers for those events.
• Process and balance credit card, cash, and online transactions for event and travel registrations. Prepare cash receipt journal entries related to alumni engagement events and philanthropic contributions and support accurate financial recording and reconciliation.
• Serve as the lead Alumni Engagement staff liaison for assigned alumni chapters and affiliates, supporting group communications, volunteer coordination, programming, and events.
• Serve as team lead for answering office phone during business hours, managing the office e-mail inboxes, sorting, and distributing daily mail, and reserving meeting spaces for the Alumni Engagement and Annual Giving Team.
• Coordinate Alumni Marshal participation and related logistics in support of University commencement activities twice per year.
• Maintain calendar of alumni engagements for planning amongst the staff and the Foundation.
• Serve as backup for Membership Secretary and Executive Assistant and Alumni Engagement Coordinator.
• Other duties as assigned.

QUALIFICATIONS:

• Three to five years of related work experience, Bachelor’s degree in a related discipline preferred; equivalent combination of education and related experience may be considered.
• Previous experience in planning and coordinating of events; preferably in higher education.
• Demonstrated ability to interact with a variety of constituents including alumni, students, faculty, staff, administrators, and community representatives.
• High level of computer skills including Microsoft Office and other integrated software products.
• Proven written and verbal communication skills.
• Must be willing to work evenings and weekends as needed.