Program Coordinator, Alumni Events

Specific Responsibilities

• Provides coordination for Kellogg alumni events programming under direction from the Associate Director.
• Ensures that event details including communication, venues, presenters, travel arrangements, materials, and technology are arranged and completed in an appropriate and timely manner.
• Buils and manages event registration, webpages, and communications using Cvent or similar systems.
• Captes event logistics including venue, catering, A/V, materials, and scheduling with internal and external stakeholders.
• Prepares event materials such as briefings, speaker bios, name tags, attendee lists, and run-of-show documents.
• Suports on site event execution, including registration, troubleshooting, and stakeholder coordination.
• Manages inventory and distribution of event materials and promotional items.
• Tracks event and communications metrics and prepares reports to support data-driven decision making.

Administration

• Utilizes CRM system (CatConnect/SalesForce) to maintain constituent records, enter contact reports, and support event planning and stakeholder engagement.
• Processes event-related expenses including vendors, catering, venues, and materials.
• Suports vendor contract submission and tracking.

Communication & Outreach

• Develops coordinated, consistent marketing and brand messages aligned with department standards.
• Suports event communications, including invitations, confirmation reminders, and post-event follow-up are timely.
• Monsitors website content and makes updates to the site as needed.
• Suports vendor contract submission and tracking.
• Collaborates with internal partners to develop event content materials, such as discussion guides and briefing documents.
• Strengthens partnerships with external resources by defining, promoting, and marketing efforts to support participation and involvement in department sponsored events.
• Coordinates event communication with event speakers, faculty, alumni, and participants.

Miscellaneous

• Performs other duties as assigned.

Minimum Qualifications:

• Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree; OR appropriate combination of education and experience.
• 1 year program administration or other relevant experience.

Minimum Competencies:

• Strong organizational and project coordination skills with ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills.
• Ability to coordinate logistics and work effectively with internal and external stakeholders in a fast-paced environment.

Preferred Qualifications:

• 1-3 years experience in event coordination, program support, or a related administrative role.
• Experience supporting events or programs involving multiple stakeholders.
• Experience working in higher education, nonprofit, or alumni relations environments.

Preferred Competencies:

• Experience with event management platforms (e.g., Cvent or similar tools).
• Familiarity with CRM systems (e.g. Salesforce) and email marketing platforms.

Target hiring range for this position will be $58,000 –$63,000 per year. Offered salary will be determined by the applicant’s education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data.

Benefits:

• Health, dental, vision, disability, and life insurance.
• Paid vacation and holidays.
• Paid medical/sick and parental leave.
• Tuition benefits for the employee and dependents.
• Pre-tax and flex spending accounts for commuting and dependent care.
• Generous retirement savings options.
• Wellness programs.

Professional Growth & Development:

• Supports employee career development in all circumstances whether your workspace is on campus or at home.
• Offers a variety of tools and resources for professional growth and development.

Equal Opportunity Employer:

• Northwestern University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status.