Job Description

The Notre Dame Alumni Association **** is searching for a new team member to serve as the Alumni Groups Coordinator to provide support to the Alumni Group Boards and volunteers, assist with all aspects of the Fall and Spring Groups meetings, oversee board/volunteer expenses and reimbursements, and is responsible for internal documentation and data management.

This position contributes to the Alumni Groups Team and is a member of the Clubs, Classes, and Groups Team. The position requires strong organizational skills, proactive communication, high attention to detail, ability to handle multiple projects and tasks at a time, and comfortability with computer software such as Google Suites.

Responsibilities:

• Provide support to Alumni Groups: Notre Dame Senior Alumni, Diversity Council, Notre Dame Women Connect, YoungND, and the Diversity Boards.
• Lead reporting and documentation of group leader data, group activity, including tracking of historic information such as former board members, historic engagement metrics, awards, annual reports, and participation
• Support team with preparation, reports, materials, and data analysis for groups meeting, websites, and group projects
• Coordinate and update all group leader contact information, bios, and position/term tracking
• Track all groups event dates, assist with logistics, coordinate promotions, and all relevant supporting materials
• Create program surveys, facilitation of debrief meetings, and oversight of post-event reporting
• Manage expense reimbursement including providing customer service for any questions around the process, policy updates/communications, and relationship management with vendors and travel agency
• Coordinate all logistical planning for Fall and Spring Groups board meetings including email communications to boards, hotel arrangements, approvals of flight expenses, contracts, venue arrangements, selecting menus, expense reporting
• Produce updated rosters, board agendas, internal agendas, limited presentations and resources, RSVP forms
• Independently manage expense reimbursement including providing customer service for any questions around the process, policy updates/communications, and relationship management with vendors and travel agency
• Project meeting expenses, track spending, reconcile accounts, and proactively make recommendations for saving
• Assist with daily financial work and help to project, process, and track expenses for alumni groups program budgets

Qualifications

MINIMUM QUALIFICATIONS:

• High School diploma or equivalency
• 2+ years professional experience
• Strong project management skills, including the ability to juggle multiple priorities and meet tight deadlines with exceptional time management and organizational abilities
• Experience in event planning and execution
• Experience tracking expenses and maintaining financial accountability
• Proficient verbal and written communication skills
• Highly self-motivated with a proactive approach, capable of quickly adapting to changing priorities and learning new tasks
• Proficiency in Google Workspace (Google Suite), Zoom, and a willingness to adopt and learn new software tools
• Experience in administrative tasks such as scheduling meetings and responding to emails
• Proficiency in Google Workspace (Google Suite), Canva for design, and a willingness to adopt and master new software tools

PREFERRED QUALIFICATIONS:

• Bachelor's degree

Additional Information

All your information will be kept confidential according to EEO guidelines.

Salary: $19 - $23 an hour, commensurate with experience

_ RESUME & COVER LETTER REQUIRED to be considered for this position. Please add in the attachments sections of your application._

Application deadline: November 5, 2025

At Notre Dame, we know our impact depends on exceptional people, people like you. We are committed to fostering a vibrant, welcoming community. In keeping with our mission, we encourage applications from all who will help build and strengthen our beloved community. We strive to empower every employee to flourish, knowing your success propels Notre Dame to new heights of impact.