Program Coordinator, Alumni Events

Department: Kellogg Alumni
Salary/Grade: EXS/5

Job Summary:

The Kellogg School of Management at Northwestern University is proud of its global network of more than 72,000 alumni. With this broad network, we know how important it is to facilitate connections with our alumni in order to build a strong, engaged global community. Our alumni are Kellogg Leaders who exemplify excellence in management and represent the competitive advantage of the Kellogg experience that uniquely positions us to drive meaningful change through business education.[JQ1.1]

Reporting to the Associate Director, Alumni Engagement[JQ2.1], the Program Coordinator is primarily responsible for providing critical operational support to the Alumni Engagement team activities including Kellogg alumni engagement events, executing registrations, communications, materials and logistics. Additional responsibilities include supporting the planning and delivery of regional, virtual, and marquee programming, managing[JQ3.1] vendor relationships, stakeholders, and timelines while ensuring high-quality execution and contributing to engaging, well-organized attendee experience aligned with departmental goals.

Specific Responsibilities:

Events

• 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.
  • Builds and manages event registration, webpages, and communications using Cvent or similar systems.
  • Coordinates 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.
  • Supports 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

• Provides day-to-day operational support for the Alumni Events team.
  • 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.
  • Supports vendor contract submission and tracking.

Communication & Outreach

• Develops coordinated, consistent marketing and brand messages aligned with department standards.
  • Ensures event communications, including invitations, confirmation reminders, and post-event follow-up are timely.
  • Monitors website content and make updates to the site as needed.
  • Manages shared email inbox either through direct responses or triaging to appropriate stakeholders.
  • 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

Perform other duties as assigned

Minimum Qualifications: (Education, experience, and any other certifications or clearances)

• 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: (Skills, knowledge, and abilities.)

• 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: (Education and experience)

• 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: (Skills, knowledge, and abilities)

• 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:

At Northwestern, we are proud to provide meaningful and competitive benefits. The available benefits package for this position will include 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; and wellness programs. For a comprehensive overview of available benefits, including eligibility details, visit us at https://www.northwestern.edu/hr/benefits/index.html to learn more.

Work-Life and Wellness:
Northwestern offers comprehensive programs and services to help you and your family navigate life's challenges and opportunities and adopt and maintain healthy lifestyles.
We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more.

Professional Growth & Development:
Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you're interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more.

Northwestern University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern's non-discrimination statement. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process.

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