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Coordinator of Alumni Chapter Operations

James Madison University
Virginia, United States
Salary Not specified
Posted date
Oct 1, 2021

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Position Type
Administrative, Business & Administrative Affairs, Alumni Affairs, Conference & Special Event Administration
Employment Level
Salary Band
Not specified
Employment Type
Full Time
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We are a community committed to preparing students to be educated and enlightened citizens who lead productive and meaningful lives.

To be the national model for the engaged university: engaged with ideas and the world.

Who We Are
Established in 1908, James Madison University is a comprehensive public institution offering undergraduate, masters and doctoral programs to more than 20,000 students. JMU is regarded as one of the finest regional universities in the nation and has been continuously cited in U.S. News and World Report, Changing Times and Money Magazine as an outstanding public university. Located in the heart of Virginia’s beautiful Shenandoah Valley, the city of Harrisonburg is approximately 120 miles from Washington, D.C. and Richmond, VA. Known for its livability, diversity, local food, arts and natural surroundings, this Virginia Main Street community is a great place to live and work.


The Coordinator of Alumni Chapter Operations is a staff member within the division of University Advancement with full-time responsibilities within the Office of Alumni Relations. The coordinator takes direction and reports up through the Assistant Director of Regional Programming. Duties are implemented according to the policies and procedures of University Advancement, Constituent Engagement and the Office of Alumni Relations. 


The position’s core responsibility is to assist with the day-to-day communication and event registration needs of JMU’s alumni chapters. This includes working with chapter leaders to increase awareness of involvement opportunities, encouraging participation in alumni volunteer training experiences, tracking volunteer engagement in the university’s constituent database and building a culture of philanthropy across the JMU alumni community. This position will take a special focus on growing and supporting our Regional Ambassador volunteer program.  


The positions most critical requirements are experience in volunteer and relationship management, knowledge and awareness of best practices related to alumni engagement, understanding of the overall Advancement process, strong project management skills, proven interpersonal and organizational skills, data analysis experience and successful results within long and short-range plan implementation. 


  1.     Event Planning & Support 
  • Write content and build event registration pages, emails, and newsletter communications using iModules, the Office of Alumni Relations’ email marketing platform 
  • Assist in maintaining the chapter resource pages housed on the alumni website (
  • Develop and maintain a working knowledge of the LISTSERV email management process for chapters
  • Utilize Basecamp, the office’s project management system, to create a standard workflow for events that sees event logistics from inception to final, close-out reporting
  • Coordinate with the Associate Director of Marketing and Operations and Assistant Director of Regional Programming to align chapter communications with a master communications calendar for the office 
  • Maintain meticulous records of attendees and prepare event reports using the alumni database 
  • Participate cooperatively in the university’s constituent management and tracking system
  • Work with the alumni database to pull appropriate segmented data lists for use in email marketing
  • Build forms in iModules and QuestionPro as needed
  • Create check vouchers for event related purchases in partnership with the Budget and Finance Specialist 
  • Communicate with key stakeholders regarding their participation in and/or attendance at events, both on and off campus, and coordinating schedules accordingly


  •     Management of Regional Ambassadors
    • Build relationships with the regional ambassador volunteers through personal outreach and stewardship
    • Develop resources specific for regional ambassadors that address the nuanced needs related to regional ambassadors vs. regional or affinity-based chapters
    • Initiate and respond to communications related to alumni programming
    • Vet and identify potential new ambassadors
    • Onboard new regional ambassador volunteers and transition existing regional ambassadors as needed


  •     Function as a member of the Alumni Relations team 
    • Assist the Director of Alumni Relations in planning and implementing events and other initiatives based on the priorities of the university and JMUAA
    • Work closely with the Marketing and Operations arm of the Alumni Office for major alumni events
    • Provide regular statistical reports on the status of program areas
    • Maintain ongoing knowledge of campaign and engagement best practices
    • Attend department, unit and division meetings and events as requested
    • Cultivate relationships with campus partners to enhance opportunities for collaborative programming
    • Represent Alumni Relations and the JMU Alumni Association at university, community and professional functions, as requested



    • Ability to work as a team member in a high-energy environment, along with proven skills of flexibility and adaptability to change 
    • Passionate about the mission and vision of James Madison University
    • Excellent organizational, written, and interpersonal communication skills   
    • Must be approachable, able to manage multiple tasks and meet deadlines 
    • Knowledge of best practices related to alumni engagement, fundraising and philanthropy experience is preferred
    • Volunteer management experience 
    • Bachelor’s degree required 
    • Microsoft Office 
    • Must be comfortable with technology and willing to be trained in the office’s various technology systems like iModules, Advance (the university’s central database), Cognos, and HandsOnConnect (volunteer management system)



    • License to operate a state vehicle 
    • Able to lift 50 pounds 
    • Event planning and support experience
    • Degree in a field related to higher education, non-profit management, volunteer management  
    • Experience in iModules
    • Experience with Basecamp or a similar project management system
    • Experience working with a database 


    To apply go to visit and reference posting number F1699. Pay Rate: Commensurate with Experience


    James Madison University is an equal opportunity employer committed to creating and supporting a diverse and inclusive work and educational community that is free of all forms of discrimination. This institution does not tolerate discrimination or harassment on the basis of age, color, disability, gender identity or expression, genetic information, national origin, parental status, political affiliation, race, religion, sex, sexual orientation or veteran status.

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