Coordinator, Alumni Engagement & Special Events

at  Northern Kentucky University

This position will support alumni engagement and special events for donors, alumni, students, faculty, staff and external community. The Assistant Director will manage the Grad Fair event and assist the Associate Director with the coordination of all Commencement activities. The Asst. Director will coordinate logistics for the Alumni Board of Directors, Young Alumni Council, Black Alumni Council and all alumni volunteer initiatives.
This person will manage all the budgetary duties for the department including travel expenses, reconcile pro-cards, purchase requisitions, reimbursements and track expenses/revenue. This position will coordinate all accounting in SAP for the University and Foundation accounts for Alumni Engagement, Special Events and Commencement. Will work with closely with academic leaders, administrative leaders, and external audience including alumni, donors and other volunteers.
Primary Responsibilities
Assist with coordinating the logistics for alumni engagement and special events such as alumni awards dinner and celebration, homecoming activities, Norse nuptials, Victor’s Salute to Graduates, Lincoln Awards, Holiday parties, employee & alumni appreciation events, Presidential events, etc. Support the planning and execution of all events including stewardship efforts. This includes guest correspondence, scheduling vendors, catering needs, event RSVP’s and event records in CRM, and the marketing and communication needs.
Assist the Sr. Director with the logistics for the Alumni Board and Council meetings by securing locations and set-up, ordering food, create distribution lists, board and council rosters, updates to the by-laws, expectations, and metrics, coordinate resources for each meeting, creating minutes, and assist with task force and board committee needs.
Assist the Associate Director of Alumni Engagement & Special Events with the execution of Commencement. This includes but not limited to working with Registrar’s Office to create graduate lists and graduate cards for ceremony, update website, order catering, flowers, parking, and manage distribution of honor cords to the students. Work with the team to set-up and manage check-in process for commencement ceremonies and the recruiting and training of staff/volunteers.
Manage and execute Grad Fair each semester for those graduating. Work with other key campus units represented at the Fair to provide services and resources to the graduates. Coordinate catering, set-up needs, write all communications with students and campus community, develop website, promotional materials, social media posts, etc. Work with team to coordinate check-in process, volunteer/staffing needs.
Manage the budget transactions for the Alumni Engagement, Special Events and Commencement including both university and foundation accounts. Process purchase requisitions, reimbursements, deposits, budget transfers, check requests, travel arrangements and reconcile credit card accounts for all staff members Process scholarship payments, student award payments. Manage new hire paperwork for all new professional staff members and student employees in the department. Approve all time for staff and students. Coordinate training, and all onboarding efforts. Manages and respond to all emails coming into alumni@nku.edu and specialevents@nku.edu. Manage working with outside vendors to order apparel, gifts and giveaways. Maintain inventory of all promotional items used by the Division. Assist with the organization and access to storage space for Division.
Serve as office manager for AC 221; answer phones, direct messages, maintain records, maintain office supply inventory, furniture and computer inventory and place orders as needed. Submit work orders for department and suite, carpentry, custodial, telephone, outside signage for parking & events, computers and printer needs. Responsible for operation and supervision of all office equipment including fax, computers, printers, scanners, and reservations for MEP 111 space.
Qualifications

Bachelor’s degree and 2 years of related experience.

• Experience with Raiser’s Edge CRM, Microsoft Office Suite, and Adobe. SAP a plus
• Experience in event and project management
• Collaborator and team player
• Ability to work under pressure, manage multiple projects, pays attention to detail and meets deadlines.
• Familiar with alumni relations, volunteer management & fundraising principles
• Excellent written and oral communication and interpersonal skills

Minimum Education Acceptable Equivalency Preferred Education Bachelor’s Degree Minimum Experience 2 years Salary Pay Grade S6

Please refer the Job description for details