Position Summary

The office coordinator-event assistant builds and maintains positive relationships with the College’s alumni, parents, faculty, and staff; assists with on and off campus event reservations and organization; answers the telephone and responds to emails and provides general clerical support such as preparing correspondence, managing event registrations and other materials as assigned by director. This is a part-time, benefits-eligible position that reports to the director of alumni engagement.

Responsibilities

• Work as a team member to support the overall mission of Alumni Engagement and Advancement departments and the College.
• Provide administrative support and on-site support for various alumni programs, including on-campus events and regional alumni activities, homecoming, commencement and convocation.
• Prepare and coordinate mailings and materials such as invitations, registration packets, nametags, attendee profiles, and attendance lists for alumni events, on-campus and regional.
• Develop materials using desktop publishing, Microsoft Word and Excel spreadsheets.
• Assist with registration for homecoming reunions and commencement weekend events.
• Respond to alumni inquiries and requests via email and phone.
• Coordinate the distribution of information about alumni to appropriate campus partners.
• Produce budget reports.
• Other general and specific duties may be assigned, consistent with the goals, objectives, and interests of the College and the Office of Alumni Engagement.

Qualifications

The successful candidate will have a high school diploma or equivalent (some college preferred) and will also demonstrate many of the following skills, abilities, and characteristics:

• Be incredibly friendly and guest-centric. Service-related experience strongly preferred.
• Enthusiasm for working collaboratively with a small team to consistently deliver exceptional guest service and experiences.
• The ability to ensure that College policies and brand standards are consistently applied.
• Meticulous data management and tracking capabilities.
• Exemplary communication and problem-solving skills.
• Ability to work with data management information systems and superior skills using the Microsoft Suite (Excel, Word, Outlook and Teams) and willingness to learn new systems.
• Ability to coordinate multiple projects simultaneously with accuracy, attention to detail and professionalism.
• Ability to initiate and nurture strong working relationships with others; a capacity for building confidence and trust among colleagues, alumni, coaches and volunteers is essential.
• High motivation for success coupled with diplomacy, tact, and consistent follow-through.
• The ability to handle confidential material with discretion is required.
• Ability and willingness to work occasional evening and weekend hours, including commencement and homecoming events.

The successful candidate will have a knowledge of and enthusiasm for working in higher education and must be able to work assigned office hours, plus occasional evening and weekend hours. Physical requirements of the job include the ability to work in an office environment with extensive use of computer and telephone; ability to lift and carry up to ten pounds; ability to read and write and to handle and process paper documents; ability to move between and within campus buildings, indoors and outdoors, to assist with various alumni events.    

Application Instructions

Applicants are asked to upload a resume and cover letter in order to be considered for this opportunity. A list of references will be requested of semi-finalist candidates.

Benefits

Who we are

About the Advancement Division

To strengthen Kalamazoo College now and in the future, the Advancement Division at Kalamazoo College fosters life-long relationships with alumni, friends and students, cultivates opportunities for philanthropic support, and shares the compelling stories that bring K’s mission to life.

About Kalamazoo College

Kalamazoo College is a highly selective nationally regarded liberal arts college, offering an integrated undergraduate experience that weaves a traditional liberal arts curriculum into educational experiences in both domestic and international settings with the majority of our graduates participating in study abroad. Kalamazoo College is committed to the liberal arts and sciences, experiential education, freedom of individual conscience and celebration of diversity and inclusion. It is one of the nation’s 100 oldest colleges and universities and a thought leader and innovator in higher education.

The campus of Kalamazoo College is located midway between Chicago and Detroit in Kalamazoo, Michigan, a metropolitan community of 261,000, which supports multiple college and university campuses along with numerous civic arts and cultural associations and sports teams. Thirty-five miles from Lake Michigan, the area offers many opportunities for outdoor recreation, a walkable downtown, outstanding restaurants, and plenty of family-friendly activities.

Kalamazoo College encourages candidates who will contribute to the cultural diversity of the College to apply and to identify themselves if they wish. An equal opportunity employer, Kalamazoo College is committed to equal rights, equal opportunities, and equal protection under the law. Please be invited to review our full EEO statement by visiting https://www.kzoo.edu/about/nondiscrimination-policy/. Kalamazoo College is an E-Verify participating employer. Please select Notice and Rights for more information.