Alumni Experience Coordinator

Working in a fast-paced, highly visible environment, the Alumni Experience Coordinator independently manages core service channels, supports revenue-generating programs, and advances smooth, efficient operations. The role exercises sound judgment in resolving sensitive issues, prioritizing inquiries, coordinating complex logistics, and determining appropriate escalation when necessary.

Through proactive problem-solving, cross-team collaboration, and continuous process improvement, this position safeguards revenue integrity, strengthens alumni relationships, and advances the UMAA's mission.

The Coordinator is a central operational leader within the Alumni Association, responsible for overseeing operations and customer service functions of the UMAA office. Serving as the primary point of contact for alumni, members, students, partners, and guests, this role ensures consistent, high-quality engagement that reflects the professionalism and values of the organization

This position is a 100%-time on-campus role which will be based in the McNamara Alumni Center. This position reports to the Vice President of Marketing for the Alumni Association.

Administrative Responsibilities (60%)

• Administrative Support: Independently manage and prioritize all UMAA customer service channels exercising judgment in triaging urgent, sensitive, and high-impact inquiries. Resolve inquiries independently.
• Provide strategic administrative support to Alumni Association initiatives by ensuring customer service operations are aligned, efficient, and reflective of organizational standards and priorities.
• Represent the Office and Alumni Association with the highest level of professionalism, ensuring all interactions reflect institutional messaging, professional standards, and the public-facing reputation of the organization.
• Operational Efficiency and Improvement: Monitor patterns and trends across inquiries to identify service gaps, recurring concerns, or process inefficiencies; recommend and implement improvements that strengthen operational effectiveness and alumni satisfaction.
• Assess and manage sensitive or high-visibility inquiries that may carry reputational, or public communications implications, applying sound judgment and coordinating with Marketing, Communications, or leadership when appropriate.
• Identify inquiries or patterns that may signal broader communications issues or emerging concerns and proactively surface them to leadership or communications partners.
• Handle a high volume of competing administrative tasks which require an ability to effectively prioritize and handle with the appropriate level of urgency.
• Process event registrations and memberships with a high degree of financial accuracy and accountability, safeguarding revenue integrity and reinforcing member trust in alignment with University standards.

Operations Responsibilities (30%)

• Own the daily operational rhythm and physical environment of the UMAA office, independently maintaining and enhancing shared spaces to ensure they are professional, welcoming, organized, and fully functional.
• Exercise independent decision-making in a dynamic, high-visibility environment, adapting in real time to walk-ins, meetings, MN Alumni Market activity, and program needs with minimal supervision.
• Provide day-to-day administrative staffing oversight of MN Alumni Market operations in partnership with the Director of MN Alumni Market, ensuring adherence to retail standards, transaction protocols, opening/closing procedures, and a high-quality customer experience.
• Manage and lead execution for staff meetings and gatherings, independently managing scheduling, space setup, materials preparation, and technology troubleshooting to prevent operational disruption.
• Manage central UMAA schedule for shared conference room usage and space reservations with both internal and external partners to ensure equitable, efficient access.
• Maintain office supply inventory and facilities requests; liaise with vendors and building partners as needed to support a smooth work environment.
• Support new employee onboarding and day-to-day staff operational needs by ensuring workspaces, access, and foundational technology are functional and aligned with organizational standards.
• Oversee operational execution of high-visibility UMAA programs and services, including Minnesota Alumni Travel, ensuring seamless coordination among alumni participants, external travel partners, and internal stakeholders; exercise sound judgment in fast-moving or sensitive situations where accuracy and responsiveness directly impact revenue, contractual relationships, and alumni trust.
• Continuously analyze existing processes. Recommend and initiate improvements to office operations. Ensure the highest level of efficiency and effectiveness in support of the Office staff.
• Collaboration: Demonstrate exceptional teamwork and a consistent collaborative spirit as a member of the operations team, and provide backup for other areas as needed.

Data Management (5%)

• Ensure accuracy and discretion in alumni records and communication preferences, recognizing that data integrity directly impacts donor trust, outreach compliance, and institutional credibility.
• Maintain working knowledge of database procedures and CRM best practices, contributing ideas that enhance operational effectiveness and support informed organizational decision-making.

Other Duties as Assigned (5%)

• Represent UMAA at select events as an informed and articulate ambassador, reinforcing key messaging and supporting positive alumni engagement consistent with organizational and University communications strategy.
• Contribute to special projects and cross-functional initiatives that advance UMAA's mission, enhance the alumni experience, or improve internal systems and operations.

Required Qualifications:

• BA/BS degree or a combination of education and full-time relevant administrative work experience to total 4 years, with a minimum of 2 years of full-time work experience in a formal office setting.
• Proven experience thriving in fast-paced, deadline-driven environments, delivering structured work with accuracy and timeliness.
• Strong organizational and project management skills, including the ability to handle multiple tasks simultaneously.
• Ability to work both independently and as part of a collaborative team, with a high level of self-direction and resourcefulness.
• Advanced / expert knowledge of Google Suite (Gmail, Calendar, Drive), MS Office Suite (Word, Excel, PowerPoint) and Zoom. Comfortable learning new technologies to become proficient in systems/software necessary to successfully perform assigned tasks.
• Proficient user of Trello. Capable of creating projects / workspaces, managing timelines, and coordinating communication across teams in both platforms.
• Exceptional written and verbal communication skills, with a focus on precise, professional correspondence.
• Able to independently write communications.
• Demonstrated ability to manage confidential information with the utmost discretion.
  
  

Preferred Qualifications:

• Supervisory or mentoring experience, especially of students or part-time staff.
• Previous experience supporting a high-functioning team.
• Prior experience in higher education, nonprofits, or membership-based organizations.
• Understanding of or connection to the mission of the University of Minnesota Alumni Association (UMAA).
  
  

The University of Minnesota Alumni Association fosters a lifelong spirit of belonging and pride by connecting alumni, students, and friends to the University of Minnesota and each other. The Association advocates for the University and its alumni with a credible, independent, and collaborative voice.

Pay Range: $26.45-$31.25 per hour; depending on education/qualifications/experience

Time Appointment: 100%-time Appointment

Position Type: Civil-Service

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).