Manager of and Alumni Events

Manager Of Advancement And Alumni Events

The Manager of Advancement and Alumni Events is responsible for the planning, implementation, coordination, and execution of Advancement and Alumni events for Texas Woman's University and the TWU Foundation. Responsibilities include venue selection, event logistics, vendor coordination, budget development and tracking, event communications, and on-site event management for a wide variety of donor, alumni, stewardship, leadership, and university events. This position serves as a key project management and operations partner within Advancement and Alumni Events and University Advancement and is responsible for coordinating event timelines and collaborative processes utilizing project management systems such as Asana.

The position also supports event registration, engagement communications, RSVP tracking, and constituent interaction efforts through platforms such as Almabase. The position collaborates with Advancement staff, campus partners, vendors, volunteers, donors, alumni, and university leadership across multiple campuses to ensure successful event execution and a high level of customer service and stewardship. Work is performed under general supervision and performance is based upon completion of assignments and results obtained.

The performance evaluation is conducted through the performance evaluation system and in accordance with the University Policies & Procedures.

Reports to:

Senior Director of Advancement and Alumni Events

Supervises:
May supervise student workers and temporary staff as appropriate

Essential duties - may include, but not limited to the following:

• Plans, coordinates, and executes Advancement and Alumni events, including venue selection, logistics management, vendor coordination, catering, décor, audiovisual needs, timelines, and on-site event execution.
• Develops and manages detailed event project plans, timelines, and task tracking utilizing Asana to ensure effective collaboration and timely completion of projects across departments.
• Coordinates with internal stakeholders, vendors, volunteers, university departments, and external partners to support successful event planning and implementation.
• Assists with event communications, invitations, RSVP management, registration processes, attendee engagement, and reporting utilizing systems such as Almabase and other university-approved platforms.
• Coordinates with marketing and communications staff, photographers, social media coordinators, and other campus partners to support event promotion and visibility.
• Develops informational and promotional materials related to events and stewardship initiatives.
• Tracks and manages assigned event budgets, including revenue and expense oversight, reconciliation, and reporting.
• Coordinates procurement, payment processing, contracts, and vendor documentation for assigned events while ensuring compliance with university policies and procedures.
• Oversees submission and coordination of event-related work orders, facility requests, audiovisual requests, and other campus operational needs related to event execution.
• Prepares and reviews event-related materials, including agendas, scripts, briefing documents, run-of-show timelines, marketing outlines, signage, and event collateral.
• Supports donor, alumni, and stewardship events, including, but not limited to, the Dallas Leadership Luncheon, presidential and leadership events, alumni programs, donor recognition events, board meetings, and other special events as assigned.
• Maintains regular communication with the Senior Director of Advancement and Alumni Events regarding event progress, priorities, timelines, and project status updates.
• Assists with the development and documentation of event procedures, operational standards, and project management processes.
• Coordinates logistics and support materials for Advancement and Foundation meetings, committees, and special initiatives as assigned.
• Provides exceptional customer service and stewardship support through written, electronic, phone, and in-person communication with donors, alumni, volunteers, and campus partners.
• Assists with data tracking, reporting, and post-event…