Events and Alumni Programs Coordinator

Department:
Alumni Relations and Development
Reporting to:
Alumni Relations Manager

Schedule:

Full-time, exempt, some weekends or evenings expected

Location:

Remote

Travel required:

Approximately 10-15 days per year
Salary:
Starting at $50,000 per year

Summary
SSP International, Inc. (SSPI) is a non-profit organization that is synonymous with excellence in science education. At SSPI, we are guided by a mission to offer students transformational opportunities to learn, do, and belong in science. Since 1959, SSPI's flagship program, the Summer Science Program, has offered immersive summer research experiences that ignite curiosity and inspire a lifelong passion for discovery.

Guided by our mission, SSPI is focused on embracing collaboration, building a lifelong community, and fostering a diverse and inclusive environment where participants, alumni, staff, and stakeholders feel valued, supported, and empowered. With a global network of over 4,300 alumni, we continue to pave the way for the next generation of leaders. More information on our mission, vision, values, and programs can be found .org.

The Events and Alumni Programs Coordinator plans and executes alumni-facing events and virtual programs that support engagement, stewardship, and fundraising goals. This role manages logistics, communications, and operational delivery for the Annual Gathering, alumni meetups, virtual events, Curiosity Lab sessions, and other events, ensuring a polished and seamless experience for attendees, sponsors, speakers, and partners.

Essential Duties and Responsibilities
Annual Gathering Logistics and Sponsorship

• Lead all Annual Gathering logistics, including venue coordination, vendor management, A/V, timelines, staffing plans, run-of-show documents, and onsite execution.
• Coordinate with the Alumni Engagement Manager to ensure the Annual Gathering supports stewardship, engagement, and fundraising goals, delivering logistics that directly support the event's evolution into a fundraising initiative.
• Manage all sponsorship benefits fulfillment including coordination of deliverables, communication, visibility, and event execution.
• Implement and manage onsite giving mechanisms such as QR codes, giving stations or auctions, supporting increased donor participation rates compared to prior years and a seamless donor experience.
• Respond to all day-of-event logistical issues in real time and document post-event lessons learned to support continuous improvement and event growth.

Alumni Events and Programs

• Plan and execute in-person alumni meetups annually, coordinating scheduling, venue needs, materials, and attendee support.
• Plan and execute virtual alumni events each year such as alumni panels, fireside chats, and Q&A sessions, ensuring high-quality execution and smooth attendee experience.
• Manage all event communications, including invitations, reminders, confirmations, instructions, and follow-up.
• In coordination with the Alumni Engagement Manager, develop and pilot new alumni programs and event formats informed by alumni demographics and engagement data, evaluating options such as social gatherings, professional development events, family-friendly activities, affinity-based programs, and service opportunities.
• Determine new alumni formats likely to increase engagement by region and track engagement using metrics such as attendance levels, repeat participation, participant feedback and survey results.
• Monitor attendance and engagement trends and collaborate with the Alumni Engagement Manager to adjust formats, timing, frequency, and locations when engagement falls below established targets.
• Make recommendations for event strategy and programs based on attendance reports, feedback, and benchmarking against peer organizations.
• Manage logistical aspects of Curiosity Lab lectures, including coordinating tech checks, preparing run-of-show documents, and supporting live execution, ensuring sessions run without major technical issues.

Event Systems, Data, and Templates

• Oversee RSVP systems, guest lists, and tracking tools, ensuring accurate event records and attendance reports.
• Together, with Development, create short, easy-to-scan bios of major donors, prospective donors, and distinguished alumni so senior staff know who they are, why they matter, and how best to engage them.
• Maintain and update event templates, run-of-show documentation, process checklists, and vendor lists to support organizational memory, consistency across events, and year-over-year improvements.
• Implement operational enhancements each year that increase event efficiency, reduce risk, or enhance attendee or sponsor experience.
• Provide quarterly reports on event performance, including attendance, satisfaction, sponsor fulfillment, and operational metrics.

Regional, Affinity, and Membership Support

• Provide logistical and communications support for regional and affinity group events, including scheduling assistance, event materials, and attendance tracking.
• Support event-related membership benefits such…