Associate Director of Alumni Engagment

Location: Northern

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* Job Title:

** Associate Director of Alumni Engagement
** Department:
** Alumni Engagement
** Division:
** Advancement
* * Supervisor**:  Director of Alumni Engagement
** Status:
** Exempt, Full-time, 1.0 FTE
** Job Summary**:
This position is responsible for facilitating engaging, thoughtfully planned, and successfully executed events on behalf of the Alumni and Advancement offices of Calvin University.
** Essential Duties and Responsibilities (other duties as assigned):
*** PLANNING AND EXECUTION OF ASSIGNED EVENTS
** Join alumni office and advancement division team members in collaborative event ideation process.
* Assume a key role in the subsequent planning and execution of the following events:  + Homecoming and Family Weekend; 50-Year and Heritage Class reunions; the Calvin Classic 5k race; regional network alumni events; hospitality suite gatherings for advancement division guests; president’s office alumni engagement events; and other events both on and off campus, as assigned.
* Manage the registration process for each event, including online payment systems, coordination of publicity, and invitation and attendee lists.
* Manage logistics, vendor relationships, food service, event timelines, staffing assignments, and on-site execution.
* Provide high level of guest support, hospitality, and service excellence to university constituents and community partners.
* Oversee the production of selected event communications including invitations, brochures, programs, social media, and recognition materials.
* Make travel arrangements as needed for event participants.
* MANAGE EVENT SCHEDULES, ENGAGEMENT AND POST REVIEW
** Collaborate with internal partners across the university to support event logistics, identify program participants, and serve as an advancement liaison to the campus community.
* Prepare and manage budgets for assigned events. Manage and negotiate with appropriate vendors to plan events efficiently, with quality and as cost effectively as possible.
* Lead engagement and post-event review meetings to gather requirements, understand vision and purpose, assign duties, and assess the success of events to facilitate continuous improvement.
* Maintain long-range calendars to provide structure and seamless coordination for all events.
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* Supervisory Responsibilities:

** Responsible for hiring and appraising the work of student workers and volunteers, as needed.

Coordinates the schedule and oversees the responsibilities of staff, student workers, and volunteers.
** Competency/Skill Requirements:
*** Very strong organizational and communication skills, including the ability to write / edit reports and the ability to communicate the key stakeholder needs with service providers (i.e., food service vendors and maintenance, stage, or technical crews)
* This position represents the University which requires handling confidential information and exercising sensitivity, diplomacy, and good judgement with people and situations
* Ability to work independently and exercise good judgement in setting priorities, organizing event-related details, and solving problems with the goal of accomplishing desired results
* Committed to providing world class hospitality with a positive, cooperative, servant’s heart
* Must be creative, motivated, and enthusiastic
** Education, Experience, and other Requirements:
*** A bachelor’s degree from a four-year college or university
* 1 - 3 years of related or transferable experience
* Working knowledge of event planning standard practices and procedures
* High school level of computer literacy
* Experience in facility management and supervision is preferred
* Flexible schedule to accommodate occasional weekend or evening work
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* Physical Requirements:

** The physical demands described…