Alumni Programs Coordinator

• Job Type: Support Staff - Union
• Bargaining Unit: Local 2110
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building: Morningside
• Salary Range: $63,310 - $67,000

Position Summary

Reporting to the Director of Alumni Relations, the Alumni Programs Coordinator supports and coordinates alumni events, programs, and communications designed to strengthen engagement between alumni and The Fu Foundation School of Engineering and Applied Science (SEAS). The role serves as a key point of contact for internal and external constituencies through written, verbal, and in-person interactions.

In addition to coordinating logistics for events and programs, the Coordinator manages elements of the alumni relations marketing calendar, develops and deploys communications, maintains alumni data and reporting, and oversees office systems including shared communications, calendars, and inventory. The role requires managing multiple concurrent projects, applying established procedures, and exercising judgment to prioritize tasks and ensure accurate and timely execution  

Responsibilities

• (30% ) Supporting the development and deployment of alumni relations marketing and communications initiatives:

  Coordinate and manage the alumni relations marketing calendar, including drafting, designing, building, testing, and deploying email communications and digital content for programs and events.

  Maintain the shared alumni email inbox and respond to or route inquiries appropriately.

  Develop and edit content for print and digital materials, including class notes and program communications, ensuring alignment with university branding and data policies.

  Plan and publish social media content and update alumni webpages.

  Coordinate production and distribution of communications and marketing materials, maintaining schedules and tracking deliverables.

• (30% ) Coordinating logistics and execution of alumni relations programs and in-person and hybrid events, including Reunion, student-alumni engagement initiatives, and programming offered by the Columbia Engineering Alumni Association (CEAA) and Columbia Engineering Young Alumni (CEYA) boards.

  Coordinate event logistics such as registration setup and tracking, venue coordination, audiovisual and technology needs, catering, materials preparation, and on-site support.

  Serve as a primary point of contact for attendees, vendors, and internal partners, addressing questions and resolving issues in real time.

• (25%) Maintaining alumni data, reporting, and systems:

  Maintain and update alumni and event data in CRM systems, ensuring accuracy and adherence to data policies.

  Generate and analyze reports related to event attendance, engagement, and communications performance to support program evaluation and planning.

  Coordinate data entry and quality control processes, including oversight of student workers where applicable.

  Support the use and improvement of internal tracking tools for events, marketing, and inventory.

• (15%) Coordinating office operations, inventory, and administrative processes:

  Design, order, track, and maintain inventory of branded materials, giveaways, and event supplies, including developing systems to monitor usage and storage.

  Liaise with vendors and internal partners to coordinate purchasing and production.

  Manage shared calendars, schedule meetings, and arrange travel logistics for senior staff and faculty as needed.

  Process expense reports and support financial documentation in accordance with university guidelines.

  Provide general administrative and operational support to ensure efficient day-to-day functioning of the office.

• (10%) Performing other responsibilities and projects as assigned: Provide guidance to colleagues on established processes, tools, and systems related to event coordination, communications, and office operations. Contribute to documentation and continuous improvement of workflows to support team efficiency.

Minimum Qualifications

• High School diploma or the equivalent required; Bachelor’s degree preferred, or equivalent in education, training and experience plus 2-years of related experience. Experience using email marketing tools, CRM, MS Office Suite, and some experience with graphic design programs are required.

• The successful candidate must also possess outstanding verbal and written communication skills; strong interpersonal, organizational and analytical skills; be attentive to detail; and have the ability to work in a fast-paced environment and handle multiple projects simultaneously. Must have the ability to work proactively, both independently and as a team, and be able to exercise excellent judgment, tact and diplomacy in all interactions. Must  use good judgment in prioritizing work. The successful incumbent will also be willing to work flexible hours to attend events that take place outside of the normal workday, as the position requires evening and weekend assignments, on occasion, and a full commitment to work Alumni Weekend/Reunion

Equal Opportunity Employer / Disability / Veteran

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