Reporting to the Associate Director of Reunions, the Coordinator for Reunions is an integral member of the department responsible for the comprehensive planning, implementation, and budgeting of Princeton University Reunions. Reunions, the largest on-campus event at Princeton, attracts approximately 26,000 attendees over a three-day weekend, fostering engagement among Princeton alumni and strengthening their enduring connection with the University.

The Coordinator for Reunions plays a pivotal role in the department, providing comprehensive administrative support. They serve as the primary liaison for key vendors and oversee the management of student workers, student entertainment groups, and the numerous student crews who support the Alumni Association during Reunions. This position demands seamless collaboration and coordination with various campus partners and vendors to guarantee the smooth execution of Reunions, ensuring its efficiency, meticulous planning, and utmost enjoyment for all participants.

Princeton University Advancement works to inform, inspire, and involve Princetonâ™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.

Administrative Support

• Manage and promptly respond to inquiries and requests received through various Reunions-related email accounts, achieving timely and effective resolution or appropriate redirection.
• Actively participate in monthly meetings with the On-Campus Committee (OCC) to review and discuss event logistics, including transportation, parking, housing, security, and dining, contributing to the efficient planning and execution of Reunions.
• Provide comprehensive technical and administrative support, including tasks such as coding volunteer service, generating reports, updating volunteer resources, creating presentations, and compiling meeting materials, promoting smooth operations within the department.
• Utilize the reporting tools of ReunionIQ to generate ongoing attendance and financial data, contributing to informed decision-making and strategic planning of Reunions.
• Assist in the communication of housing assignments for the satellite alumni classes and invoicing, ensuring accurate and timely information is conveyed to all relevant parties.

Student Worker Management

• Oversee the comprehensive employment application process for all students hired by University departments and alumni volunteers participating in major reunions, facilitating a streamlined and efficient process.
• Take a leadership role in hiring the Alumni Association (AA) Student Crew, Ice Crew, and Cup Crew. Provide diligent supervision during Reunions, working closely with crew managers to establish schedules and deliver thorough training.
• Manage all aspects of communication related to onboarding and training for the major reunion crews. Collaborate with Risk Management and the Department of Public Safety to organize training sessions and verify that all major reunion crew hires meet the necessary certifications.
• Serve as the primary point of contact for the student crew managers involved in major reunions, fostering strong relationships and actively encouraging their continued engagement in volunteer service as alumni.
• Work in close partnership with Student Employment to uphold strict compliance with current payroll guidelines and onboarding requirements. Additionally, efficiently process student crew payroll through the JobX system.
• Manage the interim student program, overseeing approximately 30 entertainment and departmental groups. This includes thorough review of campus housing applications, determining appropriate housing allocations for each group, and skillfully communicating logistical details to ensure a seamless experience for students.
• Coordinate the logistics of Reunions tasks for approximately 250 students in collaboration with campus partners. Assign tasks and provide clear and concise communication of all necessary details to students.

Vendor Oversight

• Serve as the main liaison for multiple key vendors, prioritizing efficient communication and cultivating strong relationships.
• Oversee and coordinate all logistical aspects of vendor services, prioritizing punctual delivery and promptly resolving any emerging issues.
• Place vendor orders, including water, ice, food trucks, P-rade supplies, P-rade Marshals' apparel, and other necessary arrangements.
• Manage Tiger Camp childcare arrangements with the YWCA, ensuring seamless coordination and execution.
• Serve as the primary contact for the supplies program, managing the procurement and distribution process effectively.

Other Duties:

• Provide staffing and assistance for Alumni Engagement signature events, such as alumni regional gatherings, Tiger Tailgate, Alumni Day, and affinity conferences.
• Offer support for special projects as assigned, demonstrating flexibility and adaptability in contributing to various initiatives and endeavors.

Essential Qualifications:

• 1-3 years of relevant experience, preferably in a university or other complex, fast-paced setting.
• Strong organizational skills and keen attention to detail; the ability to handle multiple assignments and changing priorities as deadlines and circumstances may dictate.
• Excellent interpersonal and customer service skills and a high degree of professionalism, initiative and âœcan do❠attitude.
• Good judgement and discretion at all times and the ability to keep confidential all data related to Princeton and its alumni.
• Ability to build and maintain strong relationships of trust with a wide array of volunteers, staff, and other partners.
• Demonstrated effectiveness in working with diverse individuals in a team-oriented environment.
• Clear and accurate written and oral communication skills.
• A high level of proficiency working with computer programs, tracking and managing large amounts of data, and working with the Microsoft Office suite of applications software, including Word, Excel, and PowerPoint is required; experience with Tableau and CRM software is preferred.
• Commitment to University Advancementâ™s mission of fostering alumni engagement and maximizing philanthropic support for Princeton University and to adhering to its guiding principles of High Performance, Innovation, Civility, and Collaboration.
• Demonstrated ability to work effectively with individuals from diverse backgrounds, identities, abilities, and experiences.
• Evening and weekend work leading up to and throughout Reunions is required.

Preferred Qualifications:

• Bachelorâ™s degree
• Demonstrated familiarity with Princeton University, its alumni community, and its traditions.
• Experience in event planning and alumni engagement

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

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