HEPI (H-E Parts International)

Administration

• Communicate with applicants and parents to collect traveler information and answer travel related questions in alignment with established protocols and policies.
• Create and maintain organized and up-to-date records for participant travel, including receipts, itinerary changes, personal information, and other relevant data.
• Research and book flights, balance cost effectiveness, and program needs.
• Maintain organized receipts from travel bookings and submit financial reports daily.
• Provide direct online support and troubleshooting for participant travel on arrival days (4 Mondays in June) and departure days (4 Saturdays in July/Aug).
• Assist with other non-travel application and enrollment processes as needed, working to complete tasks as assigned.
• Support the program team as needed.
• Performs other duties as assigned.

Program Administrator, Part-Time, Temporary

Events

• Plan and execute alumni-facing events and virtual programs that support engagement, stewardship, and fundraising goals.
• Manage 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.
• 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.
• 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.
• 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.
• 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.
• Oversee RSVP systems, guest lists, and tracking tools, ensuring accurate event records and attendance reports.
• Provide logistical and communications support for regional and affinity group events, including scheduling assistance, event materials, and attendance tracking.

Events and Alumni Programs Coordinator

• Assist with the student application and enrollment processes, working to complete tasks as assigned including but not limited to: Application processing
• Answering questions about the application process
• Tracking and reviewing enrollment documents and data
• Generating enrollment status reports
• Requesting overdue application parts
• Communicate with applicants and parents from pre-application inquiries, during the application and enrollment phases, and through the program as needed
• Maintain clear and organized records of enrollment progress and reports.
• Assist with post-program evaluation documents, photos, and other records.
• Monitors incoming requests and drafts alumni letters of recommendation for review.
• Assist with College Link mentor and mentee records and communication.
• Performs other duties as assigned .

Program Administrator, Part-Time, Temporary

Events and Alumni Programs Coordinator

Program Administrator – Part-Time