Overview
Position Type Full Time
Job Shift Day
Education Level 2 Year Degree
Travel Percentage None
Description
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 R eunion, 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
• Pa rticipate in the campus-wide Event Committee.
Qualifications
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;
• W illing to learn to create and manage events u tilizing 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 saf ety;
• 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 experience
• iModules 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: O ff-campus erran ds, 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.