Alumni Coordinator
Beacon Hill Staffing Group, LLC
New York, NY
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JOB DETAILS
SALARY
$100,000–$110,000 Per Year
JOB TYPE
Full-time, Employee
SKILLS
Administrative Skills, Alumni Relations, Biology, Blackboard, Budgeting, Calendar Management, Canvas, Catering Services, Coaching, Communication Skills, Compensation and Benefits, Conferences, Continuous Improvement, Data Collection, Data Management, Database Design, Desktop Publishing, Detail Oriented, Documentation, Event Management, Executive Assistant Skills , Expense Management, Expense Reports, Facilities Management, Fortune 500 Customers, Leadership, Learning Management System (LMS), Legal, Lift/Move 30 Pounds, Logistics, Mail Processing, Mentoring, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Multicultural, Multitasking, Nonprofit, Operations Management, Organizational Skills, Plan Meetings, Presentation/Verbal Skills, Problem Solving Skills, Process Management, Product/Service Launch, Program Evaluation, Project Evaluation, Project Planning, Project/Program Management, Reconciliation, Record Keeping, Records Management, Regulations, Reimbursement, Sales Management, Salesforce.com, Schedule Development, Seminars, Strategic Analysis, Team Player, Technical Presentation, Time Management, Training Program, Transportation Planning, Travel Planning, Trend Analysis, Web Design, Web/Electronic Surveys, Willing to Travel, Writing Skills
LOCATION
New York, NY
POSTED
2 days ago
Our client, a prestigious non-profit in the Education space, is looking for a temporary to permanent Alumni Coordinator to join their team. This role starts ASAP, with an estimated temp trial period of three months. This is a hybrid role - typically Mondays and Fridays are remote, and Tuesdays, Wednesdays, and Thursdays in their Midtown East office (but this schedule is subject to change depending on the needs any given week). The standard daily hours are 9am-6pm, but this person will need to be flexible to stay later or come earlier some days depending on the day (example - if you stay late for a meeting, you may come in later the next day). This person must be reachable after hours/ on weekends. This role starts ASAP (as soon as we find the right person) with an estimated temp trial period of 3 months. The Alumni Coordinator provides operational leadership for alumni outreach initiatives, captures and organizes data for continuous monitoring and improvement, and manages a robust schedule of alumni programs and events for more than 1200 alumni. Reporting to the Director of Alumni Engagement, the Coordinator also plans, executes, and evaluates programs, projects, and process effectiveness. The role requires project and events management expertise, including room reservations, calendar management, registration and evaluation systems, reimbursement systems and other relevant activities. Additionally, the Manager provides executive administrative support to the Director including scheduling, communications, and process documentation.
Principal Duties and Responsibilities
- Collaborates with the Alumni Engagement team and other stakeholders including various departments, high-profile executives, and alumni to develop and implement programs and events.
- Provides operational leadership; key planning- and execution-related responsibilities includes tactical and process-driven activities such as budgeting, facilities management, catering, transportation planning, desktop publishing, reimbursement systems or greeting/hosting participants.
- Leads the logistical components of large-scale events, lectures, seminars, conferences, hands-on workshops, special events, training programs, and one-on-one coaching sessions. Acts as a lead resource for and directs alumni as needed. Coordinates with vendors, student organizations, university departments, and external partners to ensure seamless event execution.
- Develops and maintains informational resources and materials, such as databases designed to facilitate targeted communications with large groups of program participants. Partners with colleagues to share content in an organized, creative, or thematic way.
- Provides recommendations for program and technology innovation and enhancements based on team strategic goals, and assessment of alumni trends and needs. Serve as a lead contact for vendor account management, overseeing communication for features, testing and roll-out.
- Utilizes databases, online survey tools, and Excel to provide ongoing and one-time reports that evaluate programming, monitor alumni progress, event participation, and engagement, while maintaining confidentiality.
- Develops and manages comprehensive project plans, including timelines, logistics, task assignments, and operational details.
- Designs and maintains web pages and online content for alumni-facing resources.
- Manages event registration processes and accurate attendance tracking.
- Maintains organized records, manage event-related contracts, and prepares timely follow-up reports and documentation.
- Prepares and reconciles expense reports and manages reimbursements.
- Manages and maintains executive schedules, including appointments, travel arrangements, meetings, and conferences.
- Prepare, review, and edit correspondence, reports, presentations, and other documents.
- Handle confidential and sensitive information with discretion.
- Serve as the primary point of contact between the executive(s) and internal/external stakeholders.
- Plan, schedule, and coordinate meetings, including preparation and follow up on action items.
- Arrange complex and detailed domestic and international travel plans, itineraries, and agendas.
- Liaise with other departments and staff to support company-wide initiatives and operations.
- Performs other related work as assigned
Knowledge, Skills, and Experience
- Minimum requirements include a college or university degree in related field or equivalent.
- Minimum requirements include knowledge and skills developed through a minimum of 5+ years of work experience in operations management, hospitality, or program management. Data management is preferred.
- Experience and expertise with managing programs or projects involving people who may or may not report to you.
- Experience managing special events, workshops, or programs in an educational setting.
- Proficiency with MS office (Outlook, Word, Excel, PowerPoint).
- Knowledge of alumni systems (e.g., Hivebrite, Salesforce) a plus.
- Familiarity with project management systems (e.g., Asana), survey platforms (e.g., Qualtrics, Form Assembly), learning management systems (e.g., Canvas, Blackboard) preferred.
- Experience with and proficient skills using various media and e-technology platforms for presentations and programs, including in-person and virtual events.
- Excellent organizational and project management skills, creativity, flexibility, self-motivation, and attention to detail required.
- Ability to work independently and collaboratively, think creatively, and facilitate problem-solving.
- Ability to thrive in a fast-paced, team-oriented environment where multi-tasking and competing priorities is the norm.
- Strong work ethic, demonstrated professionalism, and a track record of establishing positive relationships especially in multi-cultural environments/contexts.
- Work effectively with multiple internal and external stakeholders, such as staff, faculty, alumni, and external constituencies, such as vendors, mentors, etc.
- Excellent written and verbal communication skills required.
- Work extended hours during peak periods, or for cross border meetings, including evenings and weekends.
- This role will require in-person presence a minimum of three days per week, although more in-person engagement may be required during peak times, and periodic travel for alumni events.
- Ability to travel by car, climb stairs, stand for periods of time, bend, stoop, and lift up to 30 lbs. required.
Compensation/Benefits:
- 100k-110K DOE; hourly pay rate while temping in-line
Beacon Hill is an equal opportunity employer and individuals with disabilities and/or protected veterans are encouraged to apply.
California residents: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.
If you would like to complete our voluntary self-identification form, please click here or copy and paste the following link into an open window in your browser: https://jobs.beaconhillstaffing.com/eeoc/
Completion of this form is voluntary and will not affect your opportunity for employment, or the terms or conditions of your employment. This form will be used for reporting purposes only and will be kept separate from all other records.
Company Profile:
Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.
Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.
Learn more about Beacon Hill and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.bhsg.com.
Benefits Information:
Beacon Hill offers a robust benefit package including, but not limited to, medical, dental, vision, and federal and state leave programs as required by applicable agency regulations to those that meet eligibility. Upon successfully being hired, details will be provided related to our benefit offerings.
We look forward to working with you.
Beacon Hill. Employing the Future (TM)
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