Coordinator, Alumni Experiences & Services

CASE; Williamsburg (VA); On-site; USD 40,000 - 45,000; Full time

Job summary

William & Mary is seeking a Coordinator for Alumni Experiences & Services to provide event and administrative support at the Alumni House in Williamsburg. You will engage alumni, manage registrations, travel logistics, and deliver exceptional customer service.

The role includes data tracking, budget support, and collaboration with the finance team to report on programs. This is a full-time, on-site position with travel as needed.

Qualifications

• High school graduate or equivalent.
• Administrative experience in a fast-paced office environment.
• Knowledge of marketing practices and ability to develop and support such plans.
• Analytical, computational, and quantitative skills to track and report data.
• Proficient in MS Office, Adobe, and web-based marketing and scheduling platforms.
• Excellent written and verbal communication with strong customer service and diplomacy.
• Detailed planning skills including event venue management and travel coordination.

Responsibilities

• Serve as the first contact at the Alumni House, welcoming alumni and visitors.
• Track Alumni Journeys and Lifelong Learning data to forecast budgets and programming.
• Manage registration processes, payments, and traveler communications for Alumni Journeys.
• Provide guests with information and support travel-related and Lifelong Learning inquiries.
• Maintain alumni databases and generate reports and analytics.
• Collaborate with finance to ensure accurate financial reporting of programming.
• Manage social media channel and assist with marketing plans.
• Prepare documents and reports; liaise with stakeholders; support hospitality operations.
• Assist in budget management and processing team payments and invoices.
• Take on special projects to support departmental goals.

Skills

Administrative skills

Customer service

Communication skills

Event planning

Travel coordination

Data reporting

Budget tracking

Education

Bachelor’s degree

High school diploma

Tools

MS Office

Adobe

Web-based marketing & scheduling platforms

Job description

Job Requisition:

JR101932 Coordinator, Alumni Experiences & Services (Open)

Job Posting Title:

Coordinator, Alumni Experiences & Services

Department:

CC00314 WM001 | WMUA | Alumni Experiences & Business Development

Job Family:

Staff - Administrative & Office Support

Worker Sub-Type:

Regular (benefited)

Job Requisition Primary Location:

Alumni House

Primary Job Posting Location:

Posting Location - William & Mary

Job Description Summary:

University Advancement creates the conditions for opportunity – human, financial, & experiential – by garnering and stewarding the resources that advance William & Mary.

The Coordinator for Alumni Experiences & Services at the Alumni House at William & Mary is a critical member of the Business Development & Alumni Experiences team in the Office of University Advancement at W&M and is responsible for providing exceptional event and administrative support and exemplary customer service to alumni and guests at the Alumni House.

The Coordinator is responsible for engaging members of the W&M and broader community, supporting programming and events that contribute to the team’s engagement and educational goals. The Coordinator will provide direct operational and administrative support to the Alumni Experiences and Alumni Services programs. The Coordinator reports to the Associate Director for Alumni Experiences.

The Coordinator for Alumni Experiences & Services will help foster a culture of belonging that embraces all people and perspectives. This is a full-time, in-person position based in Williamsburg at the W&M Alumni House.

This position is classified as operational, meaning it is salaried and eligible for overtime (non-exempt). For benefits and leave purposes, this role falls under the "Operational" classification.

Learn more about University Advancement and view the full position description for this job on the University Advancement recruitment website: https://advancement.wm.edu/come-work-with-us/open-positions/index.php.

Job Description

For full consideration, submit application materials by the review date, 8/10/2026. Applications received after the review date will be considered if needed. A resume and cover letter are required for this position.

Salary: $40,000-$45,000, commensurate with experience and internal alignment.

Required Qualifications

• High school graduate or equivalent.
• Administrative experience in a fast-paced office environment.
• Knowledge of various marketing practices and plans with the ability to develop and support such plans.
• Analytical, computational, and quantitative skills, with the ability to track and compile data to produce reports in a variety of formats.
• Computer proficiency in a variety of software applications to include MS Office, Adobe, and web-based marketing and scheduling platforms.
• Excellent oral and written communication skills, with strong customer service skills and the ability to work effectively with internal and external constituencies, while exercising diplomacy and tact in all interactions.
• Detailed planning skills, with knowledge of event venue management and travel coordination.

Preferred Qualifications

• Bachelor’s degree.
• Experience in higher education and/or non-profit environment.
• Knowledge or familiarity with travel logistics planning and experience with event planning and management.
• Previous administrative or coordination experience, preferably in alumni relations or event planning.
• Demonstrated experience in data tracking and management for venue management and/or travel related industry.
• Experience working in a customer service/hospitality focused role.
• Experience with social media and web marketing-based platforms.
• Experience with vendor management.
• Experience with the Commonwealth of VA policies and procedures.

Conditions of Employment

• This is a non-exempt position, eligible to receive overtime in accordance with the Fair Labor Standards Act. This position is subject to overtime (both scheduled and unscheduled), as directed and approved by the supervisor.
• This position may require additional hours beyond the typical work week, especially evenings and weekends around major activities and events.
• Flexibility is required to travel as needed.

Job Duties

75% - Administrative Support for Alumni Experiences & Services

• Serve as the first point of contact at the Alumni house, greeting alumni and visitors from the hospitality desk in the lobby.
• Track Alumni Journeys and Lifelong Learning data to support the Associate Director in forecasting budgets and programming.
• Assist in the day-to-day operations of the Alumni Journeys and Lifelong Learning registration process to include processing payments, tracking registrations and engagement, follow up and direct communications with travelers as required. Prepare host travel documents and materials for Alumni Journeys trips in partnership with Associate Director.
• Provide participants with essential information and serve as their first point of contact, offering support for travel-related and Lifelong Learning inquiries.
• Maintain accurate records in alumni databases, ensuring that information is up-to-date and accessible, and generate reports and analytics related to alumni experiences and services programs as needed.
• Collaborate with the finance department to ensure accurate and timely financial reporting of alumni experiences programming, products and services.
• Foster positive relationships with alumni through effective communication and responsiveness.
• Gather feedback from alumni participants to assess the success of trips and lifelong learning programs for the team to make continuous improvements and use this information to prepare post-trip/program reports, including feedback from participants and recommendations for improvement.
• Collaborate with the Associate Director to manage the @wmalumnijourneys social media channel, developing and executing clear marketing plans and goals.
• Prepare and organize documents, reports, and presentations as needed.
• Serve as a liaison between the Alumni Experiences & Services team and internal/external stakeholders, ensuring effective communication.
• Support the hospitality team through mail retrieval and distribution, fulfilling gift shop purchases and orders, managing the alumni lounge hospitality stock, etc.
• Draft and edit communications, including emails, newsletters, and promotional materials.
• Assist in budget management, including tracking expenses, processing all team payment requests and invoices, and reconciling financial transactions.
• Take on special projects and assignments as directed by the Senior and Associate Director to support departmental goals and initiatives.

15% - Alumni House Events

• Manage the daily alumni house venue rental schedule and calendar for all meetings, appointments, university and private events through the department email account.
• Assist in the planning and execution of alumni events at the alumni house.
• Create event agreements, layouts and diagrams for special events utilizing provided software tools.
• Provide onsite support and serve as main point of contact for W&M department meetings taking place at the Alumni House, addressing client needs and troubleshooting issues as they arise.
• Manage reception area and event spaces at the Alumni House, ensuring they are inviting, organized, and clean.

10% - Commemorative Brick Program

• Serve as primary point of customer service and relationship point contact for customers who purchase a commemorative brick for Clarke Plaza.
• Track, manage and fulfill all brick purchases from inquiry to installation.
• Coordinate with the finance team, gift accounting, and web team to ensure accurate data and information is entered and available in the CRM portal and website.

Additional Job Description

Job Profile:

JP0091 - Administrative & Office Specialist III - Nonexempt - Salary - S06

Qualifications:

Compensation Grade:

S06

Recruiting Start Date:

2026-07-20

Position Restrictions:

Continuing E&G funded position and not term-limited

EEO is the Law. Applicants can learn more about William & Mary’s status as an equal opportunity employer by viewing the "Know Your Rights" poster published by the U.S. Equal Employment Opportunity Commission. https:// www.eeoc.gov/know-your-rights-workplace-discrimination-illegal

Background Check: William & Mary is committed to providing a safe campus community. W&M conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, and when appropriate, a financial (credit) report or driving history check.

Remote Work Disclaimer: Remote work eligibility is not guaranteed and is subject to approval. Employee eligibility depends on the likelihood of the employee succeeding in a remote work arrangement and the supervisor’s ability to manage remote workers. Departments and/or Human Resources may amend, alter, change, delete, or modify eligibility.