Administrative Coordinator for Classes and Reunion Team

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University Overview The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn's distinctive interdisciplinary approach to scholarship and learning. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America's Best Large Employers in 2023. Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play. The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more. Posted Job Title Administrative Coordinator for Classes and Reunion Team Job Profile Title Administrative Coordinator Job Description Summary The Coordinator works in the central Office of Alumni Relations as an integral member of the Classes and Reunions (C&R) Team-comprised of the Director, three Assistant Directors, and the Coordinator-and the Students & Young Alumni Team, which includes the Director, Associate Director, and Graduate Assistant. This position involves extensive administrative responsibilities, as well as event planning and logistical support. The primary area of responsibility is supporting the Classes and Reunions Program, with a focus on the Homecoming and Alumni Weekend registration processes, as well as class-specific programming throughout the year. A secondary area of responsibility is serving as advisor to the Penn Traditions student group and supporting the Students and Young Alumni Team. The Coordinator also assists Alumni Programs as needed. The Coordinator works closely with administrative assistants to support Penn Alumni Relations and collaborate on projects as required. The Classes and Reunions Team serves and engages a diverse constituency of current Penn students and undergraduate alumni. Job Description Job Responsibilities Event Registration Support: Serve as liaison and primary point of contact for Homecoming and Alumni Weekend registration, collaborating with Classes and Reunions staff, Alumni Relations Communications, campus partners, and third-party vendors to design, implement, and manage registration processes and troubleshoot issues before and during events. Maintain registration documentation and event-specific check-in guidance, and serve as Event Manager for the registration tent, including recruiting, training, and supervising staff, volunteers, and students; overseeing on-site registration flow; and coordinating setup and breakdown with Programs and Special Events staff. Liaise with vendors, DAR partners, and campus partners to improve registration processes, data collection, and vendor contracts; manage Classes and Reunions and AlumniQ technology; provide benchmarking for registration-based events; and serve as lead customer service manager for alumni regarding registration processes and signature event information. Manage Programming Budgets: Monitor Classes and Reunions and Penn Traditions, Student & Young Alumni Programming budgets. Submit all departmental estimates for Purchase Order creation (or Pro Card requests, Bank deposits and Journal transfers). Track all payments, coordinating with vendors for C&R Alumni Weekend, C&R General, Penn Traditions, and Young Alumni. Manage vendor contracts and billing. Perform Fiscal Year End closing duties (vendor communications, tracking status of and closing of purchase orders, work closely with DAR Finance and Facilities team.) Class Leadership Support: Assist with planning and execution of the Penn Reunion Volunteer Kickoff (PRVK), Alumni Class Leadership Council (ACLC) meetings, the biennial Class Presidents event, and other team initiatives. Work with the Director and the ACLC Awards Committee to support the annual Class Awards process. Provide ongoing support through technical and agenda assistance for ACLC virtual and in-person meetings and by collecting and updating content for the featured Class section of the ACLC website. Facilitate C&R Team Communications: Manage weekly C&R team meeting agendas, maintain team tracking documents, and oversee the Reunion email account. Provide support for communications initiatives and

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