Alumni Engagement Operations Coordinator

About the role

The Alumni Engagement Operations Coordinator is a member of Washington and Lee University’s Alumni Engagement (AE) team. The coordinator manages operational systems and event logistics for on‑campus and regional events, provides high‑level logistical support for the Office of Alumni Engagement and the Hotchkiss Alumni House, leads planning for select events, oversees the Kathekon student‑volunteer program, and supervises AE work‑study students and summer interns.

Responsibilities

• Manage day‑to‑day operations of the Office of Alumni Engagement and serve as the initial point of contact for alumni email and phone inquiries.
• Coordinate logistics and support for ad‑hoc alumni visits and requests.
• Oversee general maintenance, facilities requests, supply orders, and reservation bookings for Hotchkiss Alumni House; build relationships with the Facilities team and other campus departments.
• Process AE team members’ work expenses and event/program invoices in Workday; assist with booking team travel arrangements as needed.
• Support the Executive Director with budget tracking, reporting, and analysis; help prepare yearly budgets and ensure proper fund allocation.
• Manage the Kathekon student‑volunteer program, including recruitment, training, scheduling, and stewardship of current and former members.
• Supervise AE work‑study students and summer interns, handling recruitment, training, task delegation, and performance oversight.
• Lead planning for several annual events, such as First‑Year BBQ, Parent and Family Weekend Children of Alumni Luncheon, Senior Class Photo, Senior Night BBQ, and Children of Alumni Photos.
• Evaluate program outcomes, recommend adjustments to improve effectiveness and guest experience, and align efforts with broader Advancement and Engagement goals.
• Provide logistical and administrative support for reunions, banner events, affinity programs, chapter programs, and related events, including budget management, event production, and day‑of staffing.
• Develop and maintain standardized operational systems for event materials (nametags, guest packets) to ensure consistency and accuracy.
• Coordinate team meetings (scheduling, space booking, agenda preparation) and maintain shared Outlook calendars with other departments.
• Assist with records and data projects, supporting Slate records and queries.
• Travel as needed to support regional and affinity‑based alumni engagement programs; serve as on‑site operational lead for select events, handling real‑time logistics and issue resolution.
• Support alumni relationship‑building activities, coordinate alumni meetings during regional travel, and document interactions in the CRM.
• Develop standard operating procedures for engagement event operations, train colleagues and student staff on systems and best practices.
• Perform additional related duties as assigned.

Minimum Qualifications

• High School diploma required; Bachelor’s degree preferred.
• Minimum two years of administrative or event‑coordination experience, or an equivalent combination of experience and education.
• Experience in an academic, non‑profit, event‑management, hospitality, fundraising, or customer‑service setting is desirable.
• Proficiency with the Slate CRM system is a significant plus.
• Proficient in Microsoft Office software.
• Excellent written and verbal communication skills and strong organizational capabilities.
• Ability to work effectively under pressure to meet deadlines while cultivating relationships.
• Experience with digital communications (web content management, email, basic social‑media applications) is a plus.
• Self‑starter who can work independently and collaboratively on a team.
• Availability for intermittent evening and weekend work related to events.

Compensation

The expected annual salary for this position is between $53,000 and $62,000. Offers are based on qualifications, relevant experience, skills, internal equity, and market and organizational considerations.

Benefits

Washington and Lee University offers a generous and comprehensive benefits package designed to support the well‑being of employees and their families.

Application

Review of applications will begin September 28, 2026 and continue until the position is filled. Required materials include a cover letter, resume, and names and contact information for three professional references. Applications can be submitted at the university’s career site.