Alumnae Relations Events Coordinator

Job Summary:

The Office of Alumnae Relations & Development (AR&D) seeks an Alumnae Relations Event Coordinator. This position is responsible for fostering alumnae engagement and organizing department events, including Reunion, alumnae gatherings on and off campus, volunteer training and work conferences, and other assigned in-person, virtual, on-the-road, or on-campus events.

Position Type/Expected

Work Hours:

Full-time, Monday through Friday, 8:30 am to 5:00 pm, with flexibility for events or special projects on occasional evenings/weekends as needed.

Essential Responsibilities:

Develop, encourage, and foster alumnae engagement and interactions through communication and events;

Coordinate and manage events for all components of AR&D (alumnae clubs, volunteer training conferences, lectures, Reunion);

Ensure all AR&D colleagues are informed of events and assign staff responsibilities;

Create event setup memos, implementation plans, run-of-shows, and staffing plans for large and small events;

Communicate with College partners for support and needs for events;

Maintain the current calendar of events and inform all College constituents;

Book appropriate spaces and venues for each on-campus and off-campus event, order rentals, catering, and other equipment, as needed;

Coordinate with Physical Plant and grounds, security, catering, and cleaning services, as well as audio/visual for all events as necessary;

Inspect facilities to ensure compliance with safety regulations and satisfaction of event needs and safety regulations;

Identify risks and develop contingency plans;

Assist in drafting and coordinating save-the-dates and invitations, email campaigns, event webpages, registration forms, and printed materials.

For events, assign staff roles and coordinate and train all hired workers and/or volunteers;

Hold event set-up meetings and orchestrate physical set-ups and breakdowns of each event;

Participate in event evaluations and gather feedback from various departments, College offices, alumnae, and staff to make improvements to future events;

Communicate budgeting and accounting considerations concurrently during event planning with the V.P. of AR&D;

Attend event conferences and webinars, and keep up with new ideas for alumnae engagement and events; and Participate in the campus-wide Event Committee.

Required Qualifications:

Bachelor’s degree;

Minimum of two years of relevant work experience, preferably in higher education;

Experience in large and small-scale event planning and management;

Proficient in MS Word, Excel, PowerPoint, and Google suite platforms, and able to work independently to merge documents, create labels and name tags, and sort documents and spreadsheets;

Willing to learn to create and manage events utilizing all aspects of current technology;

Ease in using and learning technology for communication, calendar, record keeping, and management of data;

Self-motivated with the ability to function proactively and independently with attention to detail;

Good writing, communication, and time management skills;

Works well in an office environment, coordinating with various departments across campus.

Highly organized and thoughtful consideration of accessibility, inclusivity, and safety;

Forward thinking with contingency management;

Ability to remain calm under pressure and be flexible when adjustments are required; and Available to work some evenings and weekends.

Preferred Qualifications:

Sweet Briar College graduate

InDesign experience

Canva experiencei

Modules experience

Two years in alumnae/alumni relations, constituent relations, or related field

Two years or more of relevant institutional experience

Work Environment:
Indoor office and outdoors across campus in varying types of weather

Physical Demands:
Able and willing to move small boxes and other office items up to 35 lbs. Will pick up and deliver materials on- and off-campus.

Travel:
Off-campus errands, local and in-state events

Other duties:
This job description is not intended to cover or list all the activities, duties, or responsibilities required of the employee. Other duties, responsibilities, and activities may change or be assigned at any time with or without notice.
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