Alumni Relations and Special Events Coordinator Columbia University

• Job Type: Support Staff - Union
• Bargaining Unit: Local 2110
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $57,941 - $60,000

The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.

Position Summary

Reporting to the Executive Director of Alumni Relations and Special Events and the Director of Alumni Relations, the Alumni Relations and Special Events Coordinator?s primary responsibilities are assisting with, and supporting the planning and execution of, various donor and alumni cultivation and recognition efforts, meetings and conferences, Reunion Weekend, and other projects and events for the office of development and alumni relations.

Responsibilities

• Assist the Executive Director and Director of Special Events with coordinating the planning and execution of events and projects, as well as taking the lead on certain logistical areas, such as:
  • Researching and organizing venue details
  • Working with event production-related vendors
  • Preparation of necessary printed and digital materials and assets
  • Support in preparing event invitation lists and registration pages
  • Data entry of RSVP?s and preparation of event related briefings
  • Preparation of nametags, place cards and/or seating lists
  • Liaise with vendors on event-related presentation and promotional items
  • Maintain our database of department swag items and be the point of contact for internal partners on promotional items
  • Preparation of event production expense reports by budget line and submit invoices and tracking for all vendor payments
• Support aspects of donor and alumni communications such as, but not limited to, preparation of mass emails, design banner images and invitations, management of online registration, and update information for specific events on master internal calendar.
• Create and manage Zoom meetings and events. Specific logistics include, but are not limited to,: setting up Zoom panelist links, updating settings, managing Zoom registration page and email communications, coordination with the AV team, facilities staff, DAR staff, and speakers on the run of show.
• Proficient in both Raiser?s Edge and Salesforce databases in order to keep event records updated and run lists needed for events.
• Perform other administrative duties of the Alumni Relations and Special Events office as needed.

Minimum Qualifications

• High School Diploma or the equivalent required. College degree strongly preferred.
• A minimum of 3 years of relevant experience, or the combination of education and experience required.
• Experience in event planning, philanthropy, alumni relations and related fields strongly preferred.
• Ideal candidate has a strong team focused mentality and has the ability to be flexible in a changing environment.
• They must be able to problem solve, think on their feet and work, and work under pressure with or without supervision.
• Must have excellent communication skills, be able to work with diverse constituencies, support an inclusive work environment and have the ability to interface at all levels in the organization.
• Must be detail oriented, self-motivated, able to work independently, use discretion, be able to prioritize, and carefully manage multiple and simultaneous responsibilities with short deadlines in a high volume environment.
• Have familiarity with Microsoft Office Suite, Canva, Adobe, Airtables, Cvent, Mailchimp, Raiser?s Edge/Salesforce, and Zoom.
• Be able to work early/late hours and some weekends as needed.
• Strong attention to detail and organizational skills required.

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.