WestStar Leadership Development Program Manager

West Star Leadership Development Program Manager

Martin, TN, United States

The West Star Leadership Program Manager supports the planning, coordination, and execution of leadership development programs, alumni engagement initiatives, marketing efforts, and administrative operations for West Star Leadership at the University of Tennessee s position is responsible for managing event logistics, coordinating communications, supporting alumni relations, maintaining social media and marketing initiatives, and providing operational and administrative support to program leadership.

The Program Manager works collaboratively with participants, alumni, community partners, vendors, sponsors, and university stakeholders to ensure the successful delivery of high-quality leadership programming across West Tennessee. This role requires strong organizational skills, professionalism, attention to detail, effective communication, and the ability to manage multiple projects in a fast-paced environment while maintaining compliance with university policies and procedures. Regular travel throughout West Tennessee and physical event setup responsibilities are required as part of program operations.

• Coordinating event logistics including venue reservations, catering, transportation, audiovisual needs, room setup, guest accommodations, registration management, and event timelines.
• Assisting in the development and preparation of session agendas, itineraries, schedules, participant materials, and event communications as directed by the Assistant Director.
• Ensuring all event materials, supplies, technology, and participant resources are prepared, organized, and operational prior to the start of each event.
• Providing on‑site operational support during all assigned events, including setup, breakdown, registration management, speaker assistance, troubleshooting, and participant support.
• Coordinating directly with speakers, committees, facilitators, vendors, sponsors, venues, and community partners regarding logistics, scheduling, contracts, and event expectations.
• Traveling throughout West Tennessee to attend planning meetings and event coordination activities.
• Driving UT Martin and/or personal vehicles for program‑related travel and transportation of materials when necessary.
• Managing and monitoring all assigned contracts, vendor agreements, invoices, and event‑related documentation to ensure compliance with university policies and deadlines.
• Maintaining accurate event records, attendance lists, schedules, and logistical documentation.
• Assisting with loading, unloading, transporting, lifting, carrying, assembling, and dismantling program equipment, supplies, signage, materials, and displays required for events and sessions.
• Performing physical event setup duties, including movement of tables, chairs, boxes, technology equipment, signage, hospitality items, and other event materials.
• Maintaining inventory and organization of program materials, supplies, promotional items, and event equipment.
• Ensuring all pre‑approval documentations are completed and approved prior to events as needed to remain in compliance with UT Martin policy.

• Cultivate and maintain relationships with program alumni, fostering a strong sense of community and engagement.
• Maintaining accurate alumni databases, contact information, membership records, and communication lists.
• Coordinating alumni meetings, receptions, networking opportunities, reunions, and engagement events.
• Preparing and distributing alumni invitations, registration materials, payment information, reminders, and follow‑up communications in a timely manner.
• Tracking event RSVPs, registrations, attendance records, and membership payments.
• Managing and updating alumni membership records, including annual and lifetime memberships.
• Developing, designing, editing, and distributing alumni newsletters and electronic communications.
• Managing email distribution systems, text communication platforms, and alumni communication databases to ensure accuracy and consistency.
• Gathering alumni feedback and assisting…