Events and Alumni Programs Coordinator

SSP International • Full-time • Remote (Wilmington, Delaware) • 1m ago

Department: Alumni Relations and Development
Reporting to: Alumni Relations Manager
Schedule: Full-time, exempt, some weekends or evenings expected
Location: Remote
Travel required: Approximately 10-15 days per year
Salary: Starting at $50,000 per year

Summary
SSP International, Inc. (SSPI) is a non-profit organization that is synonymous with excellence in science education. At SSPI, we are guided by a mission to offer students transformational opportunities to learn, do, and belong in science. Since 1959, SSPI’s flagship program, the Summer Science Program, has offered immersive summer research experiences that ignite curiosity and inspire a lifelong passion for discovery. Guided by our mission, SSPI is focused on embracing collaboration, building a lifelong community, and fostering a diverse and inclusive environment where participants, alumni, staff, and stakeholders feel valued, supported, and empowered. With a global network of over 4,300 alumni, we continue to pave the way for the next generation of leaders. More information on our mission, vision, values, and programs can be found at www.ssp.org.

The Events and Alumni Programs Coordinator plans and executes alumni-facing events and virtual programs that support engagement, stewardship, and fundraising goals. This role manages logistics, communications, and operational delivery for the Annual Gathering, alumni meetups, virtual events, Curiosity Lab sessions, and other events, ensuring a polished and seamless experience for attendees, sponsors, speakers, and partners.

Essential Duties and Responsibilities
Annual Gathering Logistics and Sponsorship

Lead all Annual Gathering logistics, including venue coordination, vendor management, A/V, timelines, staffing plans, run-of-show documents, and onsite execution.
Coordinate with the Alumni Engagement Manager to ensure the Annual Gathering supports stewardship, engagement, and fundraising goals, delivering logistics that directly support the event’s evolution into a fundraising initiative.
Manage all sponsorship benefits fulfillment including coordination of deliverables, communication, visibility, and event execution.
Implement and manage onsite giving mechanisms such as QR codes, giving stations or auctions, supporting increased donor participation rates compared to prior years and a seamless donor experience.
Respond to all day-of-event logistical issues in real time and document post-event lessons learned to support continuous improvement and event growth.

Alumni Events and Programs

Plan and execute in-person alumni meetups annually, coordinating scheduling, venue needs, materials, and attendee support.
Plan and execute virtual alumni events each year such as alumni panels, fireside chats, and Q&A sessions, ensuring high-quality execution and smooth attendee experience.
Manage all event communications, including invitations, reminders, confirmations, instructions, and follow-up.
In coordination with the Alumni Engagement Manager, develop and pilot new alumni programs and event formats informed by alumni demographics and engagement data, evaluating options such as social gatherings, professional development events, family-friendly activities, affinity-based programs, and service opportunities.
Determine new alumni formats likely to increase engagement by region and track engagement using metrics such as attendance levels, repeat participation, participant feedback and survey results.
Monitor attendance and engagement trends and collaborate with the Alumni Engagement Manager to adjust formats, timing, frequency, and locations when engagement falls below established targets.
Make recommendations for event strategy and programs based on attendance reports, feedback, and benchmarking against peer organizations.
Manage logistical aspects of Curiosity Lab lectures, including coordinating tech checks, preparing run-of-show documents, and supporting live execution, ensuring sessions run without major technical issues.

Event Systems, Data, and Templates

Oversee RSVP systems, guest lists, and tracking tools, ensuring accurate event records and attendance reports.
Together, with Development, create short, easy-to-scan bios of major donors, prospective donors, and distinguished alumni so senior staff know who they are, why they matter, and how best to engage them.
Maintain and update event templates, run-of-show documentation, process checklists, and vendor lists to support organizational memory, consistency across events, and year-over-year improvements.
Implement operational enhancements each year that increase event efficiency, reduce risk, or enhance attendee or sponsor experience.
Provide quarterly reports on event performance, including attendance, satisfaction, sponsor fulfillment, and operational metrics.

Regional, Affinity, and Membership Support

Provide logistical and communications support for regional and affinity group events, including scheduling assistance, event materials, and attendance tracking.
Support event-related membership benefits such as member meetups, priority invitations, or exclusive programming, ensuring timely and high-quality delivery.
Lead logistical execution of the annual virtual Year in Review, including tech coordination, scripts, speaker support, and production logistics.

Education/Experience

Bachelor’s degree in communications, event management, nonprofit management, hospitality, marketing, or a related field; or equivalent combination of education and professional experience.
Minimum of 2 years of experience in event planning, alumni relations, volunteer coordination, hospitality, nonprofit program management, or a related field.
Experience coordinating in-person and virtual events, including managing vendors, A/V, timelines, and run-of-show documents.

Qualifications

Strong ability to plan, execute, and troubleshoot complex events with multiple vendors, speakers, and stakeholders.
Strong attention to detail and proven skill in managing event timelines, staffing plans, and run-of-show documents.
Calm, solution-oriented approach to real time problem solving
Ability to document processes and continuously improve systems, templates, and workflows
Exceptional interpersonal, communication, and organizational skills with follow up abilities are essential.
Demonstrated ability to manage multiple projects simultaneously.
Experience using event and/or CRM systems (such as Eventbrite, Cvent, Salesforce, Raiser’s Edge, or similar).
Comfort working with attendance, engagement, and satisfaction data to evaluate performance and provide clear, actionable recommendations.
Receptive to feedback and committed to continuous improvement
Understanding of event-based fundraising principles, donor stewardships, and sponsor benefit fulfillment
Experience supporting fundraising or donor stewardship events is a plus.
Experience working with volunteers, alumni, or membership programs preferred.
Experience producing or supporting virtual programs (Zoom, Teams, livestream tools) required.
Intermediate computer skills (experience with Microsoft Office suite).
Marketing and promotional experience preferred.
An entrepreneurial work ethic with ownership and accountability for your goals.
Self-motivated with a demonstrated ability to work independently in a fully remote environment, effectively managing time, prioritizing tasks, and meeting deadlines while staying responsive and communicative
Demonstrates commitment to SSPI’s Mission and Values in their daily work and interactions.
Performs other duties as assigned.

Working Conditions
The working conditions described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Constantly operates a computer.
The ability to observe details at a close range and the ability to adjust focus.
The ability to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations.
Travel to twice yearly in-person staff meetings plus occasional travel to conferences, donor meetings, and alumni events.

Clearance Requirements

Authorization to work in the United States
Background clearance

Don’t meet every single requirement? Studies have shown that women and people of color are less likely to apply for jobs unless they meet every qualification. SSPI values a diverse and inclusive workplace. If you are excited about this role but your experience does not align perfectly with all the qualifications, we encourage you to apply anyway. You may be just the right candidate for this or other opportunities.