Engagement and Business Operations Coordinator

Overview

The engagement and business operations coordinator is responsible for strategizing and planning alumni events, working with internal partners including procurement and accounts payable. This position supports the Office of Alumni Relations, including budget/invoice coordination, preparing presentations, list coordination, managing relationships, and overseeing meeting/event logistics. The coordinator will assist with the implementation of customized alumni engagement events and program activities and will have a working knowledge of alumni center event rentals and protocol.

• Manage schedules, budgets, travel, and reimbursements for the Office of Alumni Relations staff and activities (including the associate vice president, events, programs, and engagement activities).
• Manage business operations for the Office of Alumni Relations, including mail and birthday celebrations. Reconcile monthly expense statements, provide budget forecast recommendations to the associate vice president, manage expense reports, process journals, and partner with the procurement office for special contracts as needed.
• Produce weekly event registration reports and evaluate impact based on tracked metrics from surveys; recommend improvements for future events and programs. Contribute to departmental efforts for establishing organizational systems.
• Serve as point of contact for the Office of Alumni Relations, managing the alumni relations email and main phone line. Respond or refer inquiries in a friendly, timely and efficient manner. Track, organize, and manage ordering of office supplies for the department. Manage Cyber Source monthly transactions.
• Serve as the primary liaison between the Office of Alumni Relations and affinity partners and vendors that provide benefits to alumni, including the Ohio Collegiate License Plate Scholarship Program. Manage stewardship, communications, and scholarship designation for the program.

• Assist with the execution of Homecoming and Reunion registration and events. Staff and service as point person for at least one major event during Homecoming weekend.
• Provide on-site management support for internal and external events scheduled at the Linsalata Alumni Center during business hours.
• Interact extensively with alumni, university donors, and staff at all levels to develop ideas and initiate collaborative engagement activities.
• Maintain roster and historical records of The Alumni Association Board of Directors involvement, schedule their meetings, and assist with their visitation.
• Perform other duties and responsibilities as assigned.

Department:
Contact with associate vice president, directors, alumni relations team, and staff as required to perform essential functions.

University:
Contact with alumni and development staff in schools and management centers, faculty, and staff as required to perform essential functions.

External:
Contact with outside vendors and alumni; contact with alumni chapter leaders, board members, and donors as required to perform essential functions.

Students:
Contact with students/student volunteers as required to perform essential functions.

No direct supervisory responsibility.

Experience: 5 years of work experience required, with a focus on office administration, customer service, or related field. Experience in tracking and analyzing established metrics. Experience in a non-profit or university setting, and budget management is preferred.

Education: High school education required; bachelor’s degree preferred.

Required Skills: Demonstrated excellent communication and interpersonal skills; ability to interact with various internal and external constituencies. Proven ability to work autonomously and in a team. Ability to interact with colleagues, supervisors, and customers face to face. Ability to troubleshoot and identify problems and appropriate responses to complex issues involved in event and schedule management. Computer proficiency (including Microsoft Office and Google Suite) and the ability to learn new programs.

Attention to quality and detail. Strong writing and proofreading skills. Flexibility, tact, approachability, and responsiveness. Ability to discreetly handle sensitive information. Availability to work outside of regular office hours on an infrequent basis, including evenings and weekends. Consistent attendance. Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.

General office working environment located at the front desk/reception.