Alumni Affairs Specialist II (Events Specialist)

Essential Functions

Develop a tentative events calendar annually for each fiscal year and communicate the same to the Division and Alumni Association Board of Directors, including volunteer opportunities, in a timely fashion. Prior to each event, craft a written plan for each event with a purpose statement, strategic objectives, intended audience(s), an invitation or promotion schedule, budget, and a “punch list” to be certain that details are handled appropriately. Ensure that event particulars - people, budget, venue/layout, registration - are secured and prepped for each event. Manage on-site production and clean up after events. Secure goods and services for events and work with vendors on event-related matters. Negotiate and write contracts; arrange food and beverage; secure permission to serve alcohol, if needed; order supplies; make travel arrangements; order event signs; and ensure appropriate décor (floral, linens, color schemes, etc.). Ability to inspire volunteers to assist with event planning, preparation, execution, follow up. Notify University Advancement staff of upcoming events so they are appropriately insured by the Foundation. Develop and maintain relationships with campus staff so event information can be shared between University Advancement and other divisions, colleges, and schools. Develop and implement procedures pertaining to events. Conduct research, make site visits, and find resources to help inform decisions about future events. Evaluate all events, especially attendance and overall quality of the event experience, and propose new ideas to improve the event planning and implementation process. Initiate proper post-event evaluation to include follow with up with attendees and event volunteers to ensure future event enhancement and budget reconciliation. Work with the CAC team to ensure events are communicated effectively through print, email, social media, and the website.

Minimum Qualifications

An associate's degree from an accredited institution with four years of related professional experience or a bachelor's degree from an accredited institution with two years of related professional experience. Exceptional written and verbal communication skills. Ability to work well under pressure and make sound decisions in sometimes stressful contexts. Excellent customer service.

Preferred Qualifications

At least two years of directly related experience in events management with evidence of successful planning, execution, and follow up on professional events is preferred.

Work Hours

Typical hours are Monday-Friday, 8:00 a.m. - 4:30 p.m. Additional hours and night and weekends when needed.

Compensation and Benefits