Alumni Relations Coordinator

Caltech is a world-renowned science and engineering institute that marshals some of the world's brightest minds and most innovative tools to address fundamental scientific questions. We thrive on finding and cultivating talented people who are passionate about what they do. Join us and be a part of the diverse Caltech community.

Job Summary

The Alumni Relations Coordinator provides a broad range of administrative and programmatic support to the Alumni Relations team, working collaboratively with Alumni Association staff, board members, volunteers, faculty, students and campus colleagues to carry out events and programs strategically designed to engage the California Institute of Technology’s 24,000+ living alumni world-wide.

Within the division of Advancement and Alumni Relations, the Caltech Alumni Relations Office serves Caltech alumni who are essential partners in advancing the mission and values of the Institute as it continues its historic drive to impact lives and shape our understanding of the world around us through excellence in teaching, research, and scholarship.

The successful candidate will have experience with events and/or project management, as well as strong organizational, communication, and interpersonal skills. They will be adaptable, able to work well independently and in a team, and comfortable working in a fast-paced environment where resourcefulness and initiative are valued.

Job Duties

Provide broad-based administrative support for the alumni relations team, including:

• Perform data entry and maintenance; assist with data reporting and analysis.
• Serve as back up for frontline phone and email inquiries.
• Develop and produce a wide range of written communications. These include correspondence, emails, meeting agendas and minutes, reports and presentation materials for internal and external audiences. 
• Compose and edit documents and proof various content for basic grammar and clarity.
• Manage mailing lists, contact updates, briefings, reports and research requests.

Help develop, implement, and support in-person and virtual events and initiatives, including:

• Assist with program strategy, planning, and development, such as speaker identification, locating and reserving facilities, and coordinating with vendors, other departments, volunteers, and external constituents.
• Partner with staff to oversee Caltech Alumni Awards programs, including timeline development, building and launching award nominations in Award Force, assisting with selection committee meetings, and ensuring award cycles are completed on time.
• Manage event registration lists, participant tracking and reporting, produce name tags and other collateral material.
• Staff in-person and virtual programs as needed; manage technical elements of virtual programs as assigned.
• Document, track, and organize materials.
• Other duties and special projects as assigned.

Basic Qualifications

• Bachelor's Degree or equivalent related work experience.
• Two years or more of experience in event or project management.
• Excellent organizational skills, with the ability to prioritize tasks and manage multiple projects at once.
• Excellent verbal, writing and communication skills.
• Punctual, dependable and dedicated to achieving operational excellence.
• Willingness and ability to work occasional evenings and weekends to staff events and programs.
• Proficient with Microsoft Office and Office 365, including Outlook, Excel, Word, and PowerPoint.
• Proficient with Zoom.
• Able to quickly learn computer systems and programs.
• Discreet, ethical and committed to maintaining a high degree of confidentiality.
• Demonstrated ability to practice and adhere to organizational values.
• Demonstrated commitment to diversity, inclusion, and cultural awareness through actions, interactions, and communications with others.

Preferred Qualifications

• Familiarity with higher education or non-profit environment.
• Experience in database management and reporting.
• Experience working with volunteers.

Required Documents

• Resume
• Cover Letter