Position Summary:
The Chapter Development Coordinator plays an instrumental role in supporting the Texas Tech Alumni Association’s Chapter Development Team. This position is responsible for providing administrative, logistical, and project management support to advance our team’s strategic goals. By supporting chapter leaders and assisting in coordinating chapter activities and facilitating communication, this role ensures the team operates efficiently while fostering engagement among alumni and chapter leaders.
Additional Summary:
Reporting directly to the Associate Vice President of Chapter Development, the Chapter Development Coordinator works closely with AVP, Regional Chapter Representatives, and chapter volunteers. Flexibility is required for work hours, including evenings, weekends, and holidays.
Chapter Development Support:
- Collaborate with the Associate Vice President and Regional Representatives to implement chapter initiatives, focusing on leadership development, volunteer recruitment, and chapter sustainability.
- Assist with the coordination of chapter events, workshops, and meetings, including scheduling, marketing, material preparation, and tracking RSVPs and monies.
- Support the execution of strategic projects, such as chapter leader training, community outreach, and university advancement initiatives.
- Serve as support to chapter leaders and the Chapter Development Team, ensuring effective communication and resource sharing.
- Support chapter leaders and volunteers with administrative tasks, leadership training materials, and other related resources.
- Attend chapter meetings and events as needed (via zoom) to provide support and ensure smooth execution.
- Maintain an inventory of and distribute promotional materials, ensuring availability for chapter events and initiatives.
- Assist with tracking expenses, processing reimbursements, and preparing financial documentation for chapter-related activities.
- Undertake additional responsibilities, as assigned by AVP of Chapter Development, that contribute to the overall success of TTAA Chapter Development.
Administrative and Communication Support:
- Assist AVP in developing, maintaining, and managing all departmental spreadsheets to ensure accuracy, consistency, and accessibility of data critical to the team's operations and objectives.
- Assist AVP in developing and maintaining comprehensive annual and monthly chapter development calendars, ensuring accurate scheduling and coordination of events, deadlines, and key initiatives.
- Serve as the point of contact to verify and approve chapter event details, collaborating with the Communications Team for design and distribution of materials, ensuring the accuracy and timeliness of all information sent via email and print materials.
- Organize and manage logistics for zoom meetings and/or chapter and committee meetings.
- Maintain records of chapter leaders contact information, ensuring updates are reflected on the website and internal databases.
- Maintain accurate and up-to-date records of chapter activities, event participation, and alumni engagement metrics.
- Compile reports on chapter performance and activities for monthly internal team reviews and for board meetings.
- Support tracking progress of chapter scholarships and networking and fundraising activities.
- Oversee project timelines, ensuring that chapter development initiatives are delivered on schedule and align with organizational goals.
- Collaborate with internal departments, including Communications and Marketing to promote and execute chapter events and activities.
- Actively participate in brainstorming and executing creative ideas for alumni engagement and chapter growth.
- Coordinate efforts to streamline team operations and ensure the consistent delivery of chapter development services.
- Proven experience in administrative, logistical, and project management support roles.
- Excellent communication and interpersonal skills.
- Strong organizational and project management skills with demonstrated ability to multitask effectively, transitioning seamlessly between events, meetings, and priorities with confidence and composure.
- Demonstrated ability to support senior leadership in a strategic capacity.
- Proficiency in using software tools, including Microsoft Office Suite and design platforms such as Canva.
- Capacity to handle high-pressure situations, adapt to changing circumstances, and maintain focus in a fast-paced environment.
- Strong understanding that this role requires managing diverse responsibilities and operating at a rapid pace.
- Bachelor’s degree or equivalent experience.
- Flexibility in work hours, including evenings, weekends, and holidays.
- Location: This position is based in Lubbock, Texas.
