Assistant Director, Strategic Events

Department
 

ARD Event & Stewardship Data Management

About the Department
 

Alumni Relations and Development (ARD) engages alumni (~220k), current students, parents, and friends of the University through intellectual, professional, and social activities on campus, around the world, and online. ARD raises $600 Million annually to support faculty and researchers, practitioners and patients, and students and programs across the University. Our work supports priorities in every division, school, department, and institute.

The Strategic Events team (OSE) works across Alumni Relations and Development (ARD) and the University – often with senior leadership - to create best-in-class strategic events engagement opportunities & experiences for our constituents, our alumni community, donors, and friends, that help foster and build connections & affinity with the University’s programs and its people.

Job Summary
 

This position provides professional support and solves straightforward problems in a broad range of operational business activities in the creation of plans for events programming, marketing, and logistics. With guidance from others, monitors the execution of events.

Responsibilities

• Assists in the planning, coordination, and execution of ARD events that occur in-person, hybrid, and virtual with the oversight of the Senior Director.
• Manages event registration cycle, builds registration forms, RSVP reporting, and registration modifications.
• Helps develop and propose policies and procedures that relate to registration data management to improve the quality and accuracy of constituent event data.
• Helps with the development of event proposal, concept, communications plan, final briefing, and post-event debrief.
• With oversight, manages expenses and prepares budget reports.
• Produces event prep materials such as name tags and place cards.
• Maintains internal and external event calendars.
• Maintains inventory, tracks event office supplies, and maintains office event equipment and technologies.
• Keeps up with market research and current event trends and procedures.
• Seeks opportunities for professional development that will enhance job performance including attending webinars, and seminars, and building networks within the University and with colleagues at peer institutions.
• Assists with research, including vendor selection and contract negotiation. Keeps track of all expenses, prepares reports on costs, using existing procedures to solve moderately complex problems as they arise.
• Works to implement ideas for improvement as they are identified in addition to providing post-event feedback on turnout and vendor performance with direction from others.
• Performs other related work as needed.

Minimum Qualifications
 

Education:

Minimum requirements include a college or university degree in related field.

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Work Experience:

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

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Certifications:

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Preferred Qualifications

Education:

• Bachelor’s degree.
• Coursework in project management, business, communications, marketing, hospitality management, or nonprofit management. 
• Coursework in business administration, project management, or hospitality management is beneficial.

Experience:

• Minimum two years of work experience in nonprofit management, development, alumni relations, marketing, public relations, hospitality sector, sales, or similar professional work experience.

Technical Skills or Knowledge:

• Demonstrated skill and knowledge of, or ability to learn quickly, the internal workings of the University as well as the technology tools available to the Office of Alumni Relations and Development, including Microsoft Windows computer environment, Microsoft Outlook, Word, Excel, PowerPoint, and the CRM.
• Strong organizational, project management and detail-oriented skills are strongly preferred.

Preferred Competencies

• Manage confidential information with discretion and tact.
• Act with integrity, professionalism, and confidentiality.
• Work collegially and collaboratively in a team setting.
• Prioritize multiple projects and independently follow through with detail.
• Outstanding interpersonal and communication skills characterized by the ability to listen, speak, and write effectively.
• Self-motivated and take initiative.

Working Conditions

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