Bay College
Alumni Engagement and Conference Services Coordinator
Bay College, Escanaba, Michigan, United States, 49829
Position Details
Position Information
Position Title Alumni Engagement and Conference Services Coordinator
Pay Grade Level G-15
FLSA Non-Exempt
Benefits
Health, dental, vision, life, short-term and long-term disability insurance, flexible spending and dependent care accounts, health savings accounts, Michigan Public School Employees Retirement Systems, TIAA 403(b), generous sick and vacation time, paid holidays, modified summer schedule, YMCA membership, Wellness Program, tuition reimbursement and professional development support.
Department Foundation and Alumni
Campus Location Escanaba
Min Salary $21.30
Max Salary $25.06
FTE
1.0
Full-time/Part-time Full-Time
Position Type Staff
Job Summary/Basic Function
The Alumni Engagement and Conference Services Coordinator will engage with college alumni around the world, serve as the contact for internal and external on-campus meetings, conference reservations and cultural enrichment events.
Minimum Qualifications Associate's degree in business, management, or related field Minimum of two years of relatable experience Strong writing, customer service, relationship building, professional communication and the ability to think and act strategically Demonstrated ability to work with current technology, adapt to change, coordinate events/projects and maintain well-organized workflows/processes Proficient with computer applications, database administration, email marketing, digital communications, web content, and social media (Facebook, LinkedIn) Software skills at an intermediate to advanced level including MS Office Suite (Word, Excel, Powerpoint) Preferred Qualifications
Bachelor's degree in business, management, Communication or related field Three or more years of relatable experience Months Per Year 12
Hours Worked Per Week 40
Work Schedule Typical hours are Monday - Friday 8:00 - 5:00 PM. This position will flex hours to work some evenings and weekends based on event schedules.
Supervision Exercised
Supervision Received
Executive Director of Foundation & Alumni Relations
Work Environment
Work environment characteristics 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. While performing the duties of this job, the employee is exposed to weather conditions prevalent at the time. The noise level in the work environment is usually moderate, but may be loud in areas of equipment operation. The above statements are intended to describe the general nature and level of work being performed by personnel assigned into this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified. Job related functions may be performed with or without accommodations.
Physical Demands
The physical demands 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. While performing the duties of this job, the employee is required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
Travel requirement
Travel to Iron Mountain campus as needed
Job Duties
Job Duty
Alumni Engagement and Relations:
Develop and implement a sustainable action plan to increase alumni engagement Manage alumni database to track strategies, record activities and maintain current alumni information Engage alumni on social media and digital communication platforms to promote arts, culture, and alumni involvement and support Coordinate and distribute mass email campaigns to support college-wide initiatives and share alumni, student, board, and donor profiles Lead the Alumni of the Year award process, including the implementation of a yearly communication plan, media releases, and scheduling of awards celebration and commencement participation Manage the Bay College Alumni Advisory Committee by providing direction and administrative support through the scheduling of meetings, setting agendas, taking notes, and preparing relevant information Support implementation of college-wide events including fundraising events Provide back-up support to the Foundation Office as needed. Job Duty
Conference Services:
Manage external-facing campus event spaces and reservations using the College's Event Management System (EMS), ensuring adherence to college policies and procedures Oversee logistics including contract negotiation, risk assessment, coordination of catering, facility and technology services, and customer invoicing Handle inquiries and reservations for community and non-academic events; provide reservation support for the Iron Mountain Campus as needed Deliver high-level client service throughout all phases of event execution-pre-event, onsite coordination, and post-event follow-up Maximize revenue by promoting campus venues, maintaining strong customer relationships, executing strategic marketing, and applying competitive pricing Create and verify client invoices and manage event budgets to ensure accurate tracking of revenue and expenses Provide training for college employees on the use of event reservation systems and related services (e.g., catering, setup) Maintain and manage the College's Master Calendar, ensuring proper scheduling, ticketing links, and visibility for internal and external audiences Track and analyze facility usage on a monthly and annual basis to identify trends, improve space utilization, and inform leadership recommendations Plan, coordinate, and/or support on-campus cultural and community events in collaboration with internal departments and external partners Assist in securing cultural enrichment talent, including bookings, contracts, promotions, hospitality, and event facilitation Flexing to work some evening and weekend hours based on event schedules. Job Duty
Seek out and adapt new skill sets attained via professional development. Perform other duties as assigned to support the mission of Bay College .
Department Information
Contact(s)
Beth Berube, Director of Human Resources Shena Meffer, Human Resources Specialist
Contact Phone/Extension 906-217-4016
Contact Email hr@baycollege.edu
Contact Fax 906-217-1625
Posting Detail Information
Posting Number S258P
Posting Date 09/23/2025
Close Date
Open Until Filled Yes
Special Instructions to Applicants
Target application deadline date is October 03, 2025.
Quick Link for Internal Postings https://careers.baycollege.edu/postings/2611
Position Information
Position Title Alumni Engagement and Conference Services Coordinator
Pay Grade Level G-15
FLSA Non-Exempt
Benefits
Health, dental, vision, life, short-term and long-term disability insurance, flexible spending and dependent care accounts, health savings accounts, Michigan Public School Employees Retirement Systems, TIAA 403(b), generous sick and vacation time, paid holidays, modified summer schedule, YMCA membership, Wellness Program, tuition reimbursement and professional development support.
Department Foundation and Alumni
Campus Location Escanaba
Min Salary $21.30
Max Salary $25.06
FTE
1.0
Full-time/Part-time Full-Time
Position Type Staff
Job Summary/Basic Function
The Alumni Engagement and Conference Services Coordinator will engage with college alumni around the world, serve as the contact for internal and external on-campus meetings, conference reservations and cultural enrichment events.
Minimum Qualifications Associate's degree in business, management, or related field Minimum of two years of relatable experience Strong writing, customer service, relationship building, professional communication and the ability to think and act strategically Demonstrated ability to work with current technology, adapt to change, coordinate events/projects and maintain well-organized workflows/processes Proficient with computer applications, database administration, email marketing, digital communications, web content, and social media (Facebook, LinkedIn) Software skills at an intermediate to advanced level including MS Office Suite (Word, Excel, Powerpoint) Preferred Qualifications
Bachelor's degree in business, management, Communication or related field Three or more years of relatable experience Months Per Year 12
Hours Worked Per Week 40
Work Schedule Typical hours are Monday - Friday 8:00 - 5:00 PM. This position will flex hours to work some evenings and weekends based on event schedules.
Supervision Exercised
Supervision Received
Executive Director of Foundation & Alumni Relations
Work Environment
Work environment characteristics 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. While performing the duties of this job, the employee is exposed to weather conditions prevalent at the time. The noise level in the work environment is usually moderate, but may be loud in areas of equipment operation. The above statements are intended to describe the general nature and level of work being performed by personnel assigned into this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified. Job related functions may be performed with or without accommodations.
Physical Demands
The physical demands 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. While performing the duties of this job, the employee is required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
Travel requirement
Travel to Iron Mountain campus as needed
Job Duties
Job Duty
Alumni Engagement and Relations:
Develop and implement a sustainable action plan to increase alumni engagement Manage alumni database to track strategies, record activities and maintain current alumni information Engage alumni on social media and digital communication platforms to promote arts, culture, and alumni involvement and support Coordinate and distribute mass email campaigns to support college-wide initiatives and share alumni, student, board, and donor profiles Lead the Alumni of the Year award process, including the implementation of a yearly communication plan, media releases, and scheduling of awards celebration and commencement participation Manage the Bay College Alumni Advisory Committee by providing direction and administrative support through the scheduling of meetings, setting agendas, taking notes, and preparing relevant information Support implementation of college-wide events including fundraising events Provide back-up support to the Foundation Office as needed. Job Duty
Conference Services:
Manage external-facing campus event spaces and reservations using the College's Event Management System (EMS), ensuring adherence to college policies and procedures Oversee logistics including contract negotiation, risk assessment, coordination of catering, facility and technology services, and customer invoicing Handle inquiries and reservations for community and non-academic events; provide reservation support for the Iron Mountain Campus as needed Deliver high-level client service throughout all phases of event execution-pre-event, onsite coordination, and post-event follow-up Maximize revenue by promoting campus venues, maintaining strong customer relationships, executing strategic marketing, and applying competitive pricing Create and verify client invoices and manage event budgets to ensure accurate tracking of revenue and expenses Provide training for college employees on the use of event reservation systems and related services (e.g., catering, setup) Maintain and manage the College's Master Calendar, ensuring proper scheduling, ticketing links, and visibility for internal and external audiences Track and analyze facility usage on a monthly and annual basis to identify trends, improve space utilization, and inform leadership recommendations Plan, coordinate, and/or support on-campus cultural and community events in collaboration with internal departments and external partners Assist in securing cultural enrichment talent, including bookings, contracts, promotions, hospitality, and event facilitation Flexing to work some evening and weekend hours based on event schedules. Job Duty
Seek out and adapt new skill sets attained via professional development. Perform other duties as assigned to support the mission of Bay College .
Department Information
Contact(s)
Beth Berube, Director of Human Resources Shena Meffer, Human Resources Specialist
Contact Phone/Extension 906-217-4016
Contact Email hr@baycollege.edu
Contact Fax 906-217-1625
Posting Detail Information
Posting Number S258P
Posting Date 09/23/2025
Close Date
Open Until Filled Yes
Special Instructions to Applicants
Target application deadline date is October 03, 2025.
Quick Link for Internal Postings https://careers.baycollege.edu/postings/2611