Alumni Engagement Coordinator

The University of Toledo Alumni and Foundation; Toledo (OH); On-site; USD 42,000 - 56,000; Full time

Job summary

The University of Toledo Alumni and Foundation is seeking an Administrative Coordinator to provide comprehensive support for the Office of Alumni Engagement and Annual Giving. The role includes coordinating events, managing registrations, and supporting staff in delivering alumni programming and donor engagement initiatives.

Responsibilities cover event planning, travel logistics, communications, and financial reconciliation, with opportunities to work evenings and weekends as needed.

Qualifications

• Three to five years of related work experience; BA preferred or equivalent mix of education/experience.
• Experience planning and coordinating events, preferably in higher education.
• Strong written and verbal communication skills; ability to interact with diverse audiences.
• Willingness to work evenings and weekends as needed.

Responsibilities

• Coordinate registration and check-in processes for alumni events and engagement activities.
• Assist with planning, logistics, participant communications, registration management, and execution for on-site and off-site events.
• Organize and execute large alumni engagements, including annual events and events linked to Athletics.
• Process and balance credit card, cash, and online registrations; support financial recording and reconciliation.
• Serve as liaison for assigned alumni chapters and affiliates; support communications and volunteer coordination.
• Lead team tasks: answer office phone, manage emails, sort mail, and reserve meeting spaces.
• Coordinate alumni marshal participation and logistics for commencement activities twice per year.
• Maintain calendar of alumni engagements for staff planning; back up Membership Secretary and EA duties.
• Other duties as assigned.

Skills

Event coordination

Customer service

Communication skills

Microsoft Office

Education

Bachelor’s degree preferred

Education/experience equivalent

Tools

Microsoft Office

Job description

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.