Coordinator, Volunteer Engagement - Princeton University

Overview

The Coordinator,  Volunteer Engagement supports the Volunteer Engagement team by coordinating the work of numerous internal and external committees, coordinating the nomination and retirement process for Princeton's Advisory Councils, serving as office administrator for the Volunteer Engagement team, supporting programs under the team's purview, and providing high-level administrative support to the Director for Volunteer Engagement.

The Coordinator interacts regularly with members of the Advancement Office staff, Princeton alumni, alumni donors, volunteers, and parents, as well as with senior administrators, academic department and center managers, and a broad range of campus partners.

Princeton University Advancement works to inform, inspire, and involve Princeton’s global community of alumni, parents, and friends in ways that enable the University to fulfill its mission of advancing learning through scholarship, research, and teaching to serve humanity.

Responsibilities

Alumni Trustee and Young Alumni Trustee Elections

• Coordinate budgeting and logistics for the Committee to Nominate Alumni Trustees in support of committee members, alumni trustee candidates and young alumni trustee candidates
• Format, proof and distribute materials including handbooks, guideline documents, and candidate review materials
• Maintain robust Microsoft SharePoint site and manage edits of election websites
• Develop and proof election materials in support of the Director for Volunteer Engagement
• Draft trustee election communications appearing in alumni magazine and alumni newsletter, student lists, and other communications vehicles
• Work directly with vendor Election Services on contract negotiations and timeline deliverables for both election processes
• Provide customer service for inbound inquiries from students and alumni throughout alumni trustee elections

Princeton University Advisory Councils

• Track annual advisory council membership updates for academic units
• Supports Director for Volunteer Engagement and Office of the Dean of Faculty in advising unit managers and chairs on advisory council best practices and soliciting recommendations for new members
• Draft correspondence to new, reappointed, and retiring members on behalf of the Office of the Dean of Faculty and tracks appointment in concert with Alumni Records
• Work with Advancement colleagues to research, identify and track alumni, parents and friends to commend to units and departments
• Oversee budget for advisory council meetings, reviewing and approving reimbursement requests from departments

Volunteer Engagement Programming

• Support senior level committees composed of trustees, volunteer leaders and senior campus administrators, including Woodrow Wilson Award and Madison Medal Selection Committee, Campus Partners Alumni Roundtable, and other leadership committees as assigned
• Conduct research, prepare and proof profiles for Woodrow Wilson Award candidates and proof profiles for Madison Medal candidates
• Coordinate with the Office of the VP and Secretary on materials and outreach to committee Support awardees in advance of and during Alumni Day in collaboration with Alumni Engagement colleagues

Volunteer Engagement Metrics, Data Analysis, Research and Presentations

• Work with Director for Volunteer Engagement and Advancement's Research and Analytics team to create, utilize and upgrade metrics-driven reports to gain a comprehensive overview of volunteer engagement
• Creates visuals and other analytics for presentations and reports
• Conduct ongoing research to identify alumni for volunteer positions
• Update volunteer database and tracking mechanisms for the Volunteer Engagement team
• Provide input on volunteer pipeline management tracking across systems and processes
• Assist Advancement Communications in external facing volunteer engagement, alumni trustee and young alumni trustee information on Princeton’s alumni website
• Draft and coordinate communications to alumni through the PAW, Tiger News and other communications vehicles

Volunteer Engagement Operations

•  Provide high-level support and general administrative assistance to the Director for Volunteer Engagement, including complex scheduling and calendaring, handling travel arrangements and preparing expense reports, organizing and maintaining files, monitoring and preparing customized correspondence 
• Monitor department budget including analysis and reconciliation as needed and acts as financial liaison responsible for purchasing and expense report management 
• Coordinate and help maintain department vacation/absence schedule

Qualifications

Essential Qualifications:

•  Minimum of three years of strongly related experience
• Excellent written and oral communication skills
• Experience with project management and volunteer management
• Excellent interpersonal and customer service skills and a high degree of professionalism and initiative 
• Ability to maintain strict confidentiality and handle highly sensitive information and materials in a discretionary manner related to Princeton and its alumni
• Strong willingness to work in a collaborative and professional manner with stakeholders, alumni volunteers and colleagues throughout the Princeton campus
• Strong ability to exercise independent judgment and make independent decisions based on established policies and procedures
• Strong technical skills including proficiency in Microsoft Office suite as well as database management systems
• Strong problem-solving and organizational skills
• A willingness and ability to work nights and weekends to participate in committee meetings and other alumni events, programs, and activities
• Commitment to University Advancement’s mission to inform, involve, and inspire Princeton’s global community of alumni and friends, and adhering to its guiding principles of High Performance, Innovation, Civility, and Collaboration

Preferred Qualifications:

• Bachelor's degree or equivalent
• Prior alumni relations, volunteer management or related experience
• Strong familiarity with Princeton University, its mission, and its global community of alumni

Princeton University is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. KNOW YOUR RIGHTS

Standard Weekly Hours

Eligible for Overtime

Benefits Eligible

Probationary Period

Essential Services Personnel (see policy for detail)

Physical Capacity Exam Required

Valid Driver’s License Required

Experience Level