Advancement Events Asst Director / Alumni and Donor Relations Coordinator

Working/Functional Title

Advancement Events Asst Director

Position Summary

Basic Function and Responsibilities

As a key member of the University Advancement (UA) Events Team, the Advancement Events Manager is responsible for planning and producing meaningful, story-driven experiential events that deepen engagement with MSU alumni and donors. This role goes beyond logistics - it requires creativity, narrative thinking, and a passion for creating experiences that illuminate the people, programs, and impact of Michigan State University. The ideal candidate is a team player who communicates openly, collaborates effectively, and fosters trust. They should be curious, coachable and committed to a healthy, innovative, and purpose-driven team environment.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES

Event Management:

• Works collaboratively to conceptualize live and virtual events that bring Spartan stories to life, using narrative and emotional design to connect alumni and donors to the university’s mission and impact.

• Leads the planning and production of events that celebrate student achievement, philanthropic impact, faculty excellence, and MSU’s bold future.

• Oversees event timelines, content development and milestone completion to ensure experiences are thoughtfully sequenced and strategically aligned.

• Manages event budgets and expenses, ensuring consistent updates throughout pre-production and adherence to billing expectations.

• Coordinates with university leaders, faculty, storytellers, students, and internal teams to develop program content and highlight meaningful personal narratives, effectively communicating deadlines and tracking progress towards event objectives. 

Event Logistics:

• Researches venues, formats, and technologies that support immersive storytelling and create a sense of place and purpose, conducting site visits when necessary.

• Manages and directs external contractors and vendors involved in event production, negotiating prices, terms, and conditions of contracts and service agreements.

• Participates in the physical setup, transport, and disassembly of event materials, ensuring brand and story consistency in visual and spatial design.

Event Execution:

• Reviews and finalizes all program content and supporting materials to ensure clarity and impact.

• Prepares comprehensive event agendas and run-of-show documents that align program elements with audience experience goals.

• Confirms staffing and speaker support, including training when needed to enhance storytelling moments.

• Provides on-site support during events and serves as a key point of contact for program execution and production.

• Conducts post-event evaluations, gathering both logistical feedback and insight into emotional resonance and audience engagement, identifying opportunities for continual improvement.

Other:

• Collaborates with alumni and donor volunteers on committees engaged in initiatives on behalf of University Advancement.

• Maintains and enhances knowledge of computer systems relevant to the planning and execution of University Advancement events, including those that support storytelling and audience interaction.

• Contributes to a culture of collaboration, creative risk-taking and continuous learning within the University Advancement Events Team.

 

SUPERVISION RECEIVED

Direction is received from the Advancement Events senior director.

SUPERVISION EXERCISED

None

IMPACT ON PROGRAMS – SERVICES – OPERATIONS

Decisions made in the planning and execution of University Advancement events can significantly influence the university’s reputation and standing among donors, alumni, and external communities. Errors in judgment may have adverse effects on the university's future resources and overall integrity.

WORK ENVIRONMENT

This is a hybrid position. When in the office, it primarily entails a standard environment with moderate physical exertion, including lifting and moving moderately heavy event materials (minimum of 25 pounds), and sustained physical activity during events. Travel may be needed for events and is estimated at 10% for a standard fiscal year.

Minimum Requirements

Knowledge equivalent to that which normally would be acquired by completing a four-year college degree program in a related field such as business, hospitality business, communications, marketing, theater, or arts management; one to three years of related and progressively more responsible or expansive work experience in the planning and production of institutional and/or fundraising events; contractor and vendor contract negotiations, and developing event bud