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Engagement and Events Coordinator
3 weeks ago
Position Information
Position Title
Engagement and Events Coordinator
Position Type
Regular
Job Number
SA72324
Full or Part Time
full-time 40 hours weekly
Fair Labor Standard Act Classification
Non-Exempt
Anticipated Pay Range
$26.92-$28.00
Pay Range Information
Chapman University is required to provide a reasonable estimate of the compensation range for this position. This range takes into account a variety of factors that are considered in making compensation decisions, including experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. Salary offers are determined based on the final candidate's qualifications and experience, as well as internal equity and other internal factors. The anticipated pay range is not a promise of a particular wage.
Position Summary Information
Job Description Summary
The Engagement and Events Coordinator advances Chapman University's engagement and philanthropic goals by coordinating events and programs that bring together alumni, parents, students, and donors. Reporting to the Director of Alumni Engagement, this position provides administrative and operational support to the Elliott Alumni House team, ensuring exceptional service and high-quality experiences that deepen engagement and inspire philanthropic support across the Chapman community.
Responsibilities
Event and Program Support:
- Support the planning, coordination, and execution of a wide range of in-person and virtual events serving alumni, parents, students, volunteers, and donors.
- Develop and maintain event/project timelines and planning documents to ensure smooth execution and positive constituent experience.
- Coordinate event logistics, including vendor communication and contracts, catering, floor plans, audiovisual needs, supplies, and budget tracking.
- Collaborate with colleagues to create and distribute event invitations, confirmations, and related communications.
- Manage event registration processes, including list management, attendance tracking, name tag preparation, and event materials.
- Support team members with the management of volunteer boards and membership groups, including elections and membership renewals, meeting coordination, and related communications.
- Provide on-site event support, including occasional evenings and weekends, as requested.
- Conduct targeted outreach to alumni and other constituents to support specific initiatives or events, as requested.
- Provide day-to-day operational support for the Elliott Alumni House and professional staff, including office organization, supply and promotional orders, mailings, and coordination of facilities and maintenance requests.
- Manage the Alumni Engagement email inbox and phone line, delivering responsive, high-quality service to alumni, volunteers, and campus partners.
- Maintain accurate and up-to-date constituent data in the University CRM, including contact information, activity reports, engagement history, and volunteer activity; generate reports as needed.
- Oversee the department's project management platform, ensuring tasks, deadlines, and deliverables are current and on target.
- Process and reconcile departmental financial transactions, including purchase requisitions, expense reports, gift-in-kind forms, and p-card statements.
- Recruit, train, and supervise student employees as requested, providing day-to-day direction and mentorship.
Required Qualifications
- Bachelor's degree or equivalent education and experience.
- Minimum of two years of experience in event coordination, program support, or administrative operations, preferably in higher education or nonprofit settings.
- Strong organizational and project management skills, with the ability to prioritize and manage multiple projects and deadlines simultaneously.
- Excellent written and verbal communication skills, with attention to detail, accuracy, and tone appropriate for diverse audiences.
- Proficiency with Microsoft Office and comfort working with databases, CRMs, and online event or project management tools.
- Commitment to providing exceptional customer service and fostering positive relationships with alumni, donors, volunteers, students, and campus partners.
- Ability to work independently and collaboratively within a team environment, demonstrating initiative, flexibility, and problem-solving skills.
- Willingness and ability to work occasional evenings and weekends in support of events.
- Professionalism, discretion, and sound judgment when handling confidential or sensitive information.
- Experience with organizing and collecting data, using Affinaquest, Salesforce, and other data management systems.
- Knowledge of alumni engagement, volunteer management, and/or advancement practices.
- Familiarity with financial and administrative processes such as budget tracking, purchasing, and expense reconciliation.
- Experience recruiting, training, or supervising student workers or volunteers.
Special Instructions to Applicants
Chapman University is an equal opportunity employer that provides equal employment opportunities to all individuals, regardless of their protected characteristics. All qualified applicants and employees are encouraged to apply and will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, physical disability, mental disability, medical condition, military and veteran status, marital status, pregnancy, genetic information or any other characteristic protected by state or federal law.
Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis.
The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.
Minimum Number of References
Maximum Number of References
