Alumni Relations Events Manager

Santa Clara University•Santa Clara, CA

3d•Hybrid

About The Position

Reporting to the Sr. Assistant Dean, Advancement, Alumni Relations & Communications, the Alumni Relations and Events Manager contributes to the mission of the School of Law by supporting the Law School’s alumni networking efforts, planning and executing alumni networking and signature events, stewarding our annual donors, and serving as a representative at external relations and other School of Law events. The duties and responsibilities directly support the School’s strategic priorities by creating strong relationships with the law alumni and broader legal communities, and by utilizing our facilities to enhance the experience for all our alumni, volunteers and supporters.

Requirements

Bachelor's degree with a minimum of 3+ years of experience in event management (program, conference, event organization or catering management) and/or alumni relations.
Excellent oral and written communication skills.
Proven organizational skills with ability to track programming on multiple paths.
Demonstrated ability to function well in multi-task teams.
Demonstrated ability to initiate and manage events and programs independently.
Ability to work a flexible schedule, evenings & weekends, as needed.

Nice To Haves

Experience in planning and executing events highly desired.
Familiarity working with alumni/constituents/supporters.

Responsibilities

Ensure contacts and relationships with various alumni external constituencies are maintained and fostered; Assist centers and other Law School faculty and staff in curating alumni for events, panels, and speaker opportunities.
Partner with the Office of Career Management in annual outreach to alumni to secure participants in the Mentor program.
Partner with the FlexJD team to secure alumni panelists for scheduled luncheons during on campus programming.
In collaboration with the office of Advancement, Alumni Relations and Communications, make judgments and decisions about priorities for alumni engagement, including location/scheduling of alumni mixers and participation in on campus and off-site events.
Manage the Alumni Ambassador Program.
Maintains Alumni Class Notes and Obits.
Alumni List Management, verify and update alumni job titles, emails, addresses, and phone numbers.
Serve as lead contact for external relations and development signature events, including but not limited to the annual Law Reunion, the Celebration of Achievement, galas, Alumni Networking events, and Scholarship recipient events.
Create and manage event timelines/schedules, event registration site, presentation materials, and run of show; manage event committees and vendors; reserve facilities and order food; collect and control registrations; coordinate event staffing (including volunteers); provide name tags and event collateral, communicate event details, adhere to budgets and schedules, submit invoices, and prepare final event reports.
Work with our MarComm team to schedule event emails and communications, including invitations, social media posts, email blasts, event reminders, and post event communications.
Provide logistical support for other School of Law events, including but not limited to: Diversity & Inclusion Celebration, Kasner Symposium, Day of Giving, FAN/Dean’s Speaker Series events, Law Orientation, Convocation, and Graduation/Commencement.
Maintain a standard of excellence for all School of Law and External Relations strategic events.
Review and report on event performance to Sr.Assistant Dean.
Propose event formats that align with strategic initiatives.
Maintain the event calendar for the School of Law that may include major university events.
Drive event goals, themes, and design requirements.
Research, tour, and reserve suitable locations and venues.
Work as the law school liaison with suppliers, caterers, and entertainment.
Manage on-site set-up, execution, and tear down of events.
Track and manage overall finances, bills, and final invoice approvals.
Work with External Relations office staff to create a professional and supportive work environment.
Build a strong network of working relationships throughout the School of Law and the University.
Other responsibilities may be assigned to meet the strategic initiatives of the Dean’s Office.