Engagement and Administrative Coordinator

Company: Hampton University

Job Location: Hampton

Category: Alumni Relations

Type: Full-Time

Description

The Alumni Engagement and Administrative Coordinator plays a key role in fostering meaningful connections between the University and its Graduate College and HU Online alumni. This position supports alumni engagement strategies, manages event logistics, and provides essential administrative and budget support for the Office of Alumni Affairs. The ideal candidate is organized, detail-oriented, and passionate about building alumni relationships that support the university's mission.

In-office setting with occasional travel or evening/weekend work for events.

Examples of Duties

Alumni Engagement (Graduate College & HU Online)

• Develop, coordinate, and implement alumni outreach strategies for Graduate College and HU Online programs and others as assigned.
• Assist in planning and executing engagement campaigns, communications, newsletters, and social media tailored to graduates, online alumni and others.
• Maintain and update alumni records in coordination with the university's database team.
• Serve as a liaison between alumni and university departments to foster lifelong connections and promote alumni involvement.
• Support the coordination of volunteer opportunities, mentorship initiatives, and virtual engagement programs for alumni.

Administrative Support

• Provide general administrative support to the Office of Alumni Affairs, including scheduling meetings, managing calendars, and preparing correspondence.
• Assist with office budgeting, tracking expenses, and processing requisitions and purchase orders.
• Prepare reports, maintain files, record, and support data entry for engagement tracking.
• Coordinate internal communications and assist with day-to-day operations of the office.

Event Planning & Logistics

• Organize and execute logistics for alumni events, including virtual, on-campus, and regional gatherings.
• Coordinate venue reservations, catering, AV needs, transportation, and event materials.
• Collaborate with vendors, campus partners, and external stakeholders to ensure event success.
• Support registration processes and post-event follow-up and evaluation.
• Help ensure accessibility and inclusion in event planning.

Typical Qualifications

• Bachelor's degree required; degree in Communications, Public Relations, Higher Education, or related field preferred.
• 2+ years of experience in alumni relations, event planning, or administrative coordination.
• Strong interpersonal, organizational, and communication skills.
• Proficiency in Microsoft Office Suite and familiarity with database or CRM systems (e.g., Raiser's Edge, Salesforce) a plus.
• Proficiency in basic graphic design (e.g., Photoshop, Canva) or video editing (iMovie, Final Cut Pro) and social media management a plus
• Ability to manage multiple projects simultaneously and meet deadlines.
• Experience working with diverse populations and commitment to inclusive engagement.

Supplemental Information

• Knowledge of graduate or online education environments.
• Experience with budget tracking and financial systems.
• Comfortable working in a fast-paced, team-oriented setting.
• Flexibility to work occasional evenings or weekends for events.

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