Assistant Director of Alumni Events, Penn State Alumni Association

The Pennsylvania State University • University Park, FL

23d • $46,400 - $74,000

About The Position

Penn State is currently seeking an Assistant Director of Alumni Events in supporting the Penn State Alumni Association, Alumni Events & Travel team. As a member of the Division of Development and Alumni Relations, you can play an integral role in Penn State’s future and contribute to one of the most successful fundraising and alumni relations operations in the country. Reporting to the Director, Alumni Events and Travel and working closely with the Alumni Association’s Engagement Team, as well as other partners, this Assistant Director of Alumni Events will: Develop, implement, execute, and maintain alumni events and related services for both in person and virtual experiences. Articulate Penn State’s needs, ambitions, and values through excellent informal and formal communications. Work independently and/or collaboratively to plan and manage the execution of events and activities for in-person, virtual, and hybrid approaches. Project Lead and coordinate events and activities to include, but are not limited to reunions, Homecoming, presidential receptions, athletic pep rallies and receptions, alumni networking events, educational and recognition events. Negotiate and process contracts for necessary alumni event venues, caterers, hotels, etc. Create and analyze the effectiveness of programs and events and recommend improvements or new creative strategies Collaborate with colleagues and manage constituent management activities, including direct mail, e-communications, and event planning Create and coordinate events and program attendee reservations and create data reports to analyze event success Work with volunteers, committees, boards, and University staff as assigned May assist in writing and editing proposals, scripts and other written materials Research and manage inventory of marketing materials, promotional handouts, nametags, giveaways and office supplies to be used during alumni and development events Direct and coordinate the activities of assigned event staff and provide direction, training, and solve problems as necessary; This position may coordinate events held at the Hintz Family Alumni Center.

Requirements

• Previous experience with Word, Excel, IBM Notes, and event registration and production tools is highly desirable.
• The ability to demonstrate strong attention to detail and problem solving to consistently deliver accurate, high-quality work
• Strong organizational skills to multitask and managing multiple event timelines effectively and simultaneously.
• A minimum of 2 years of prior logistical planning experience to include budgeting & reconciliations, attendee registration, venue search, contract negotiations, food and beverage, audiovisual, room set ups, speaker management and housing blocks.
• Must be able to coordinate, direct and supervise the activities of volunteers or work teams
• Exemplary interpersonal and communication skills
• The ability to work evenings and weekends as needed, with overnight travel required to fulfill job responsibilities
• The ability to lift 30 lbs. with or without accommodation
• The ability to create and maintain an inclusive and respectful environment for all students and colleagues
• A commitment to professional development, learning, and being mentored.
• Bachelor's Degree
• 3+ years of relevant experience; or an equivalent combination of education and experience accepted
• None
• Bachelor's Degree
• 1+ years of relevant experience; or an equivalent combination of education and experience accepted
• None

Nice To Haves

• Certified Meeting Professional (CMP), Certificate in Meeting Management (CMM) or Certified Special Events Professional (CSEP) designations encouraged or in process of working towards certification.

Responsibilities

• Develop, implement, execute, and maintain alumni events and related services for both in person and virtual experiences.
• Articulate Penn State’s needs, ambitions, and values through excellent informal and formal communications.
• Work independently and/or collaboratively to plan and manage the execution of events and activities for in-person, virtual, and hybrid approaches.
• Project Lead and coordinate events and activities to include, but are not limited to reunions, Homecoming, presidential receptions, athletic pep rallies and receptions, alumni networking events, educational and recognition events.
• Negotiate and process contracts for necessary alumni event venues, caterers, hotels, etc.
• Create and analyze the effectiveness of programs and events and recommend improvements or new creative strategies
• Collaborate with colleagues and manage constituent management activities, including direct mail, e-communications, and event planning
• Create and coordinate events and program attendee reservations and create data reports to analyze event success
• Work with volunteers, committees, boards, and University staff as assigned
• May assist in writing and editing proposals, scripts and other written materials
• Research and manage inventory of marketing materials, promotional handouts, nametags, giveaways and office supplies to be used during alumni and development events
• Direct and coordinate the activities of assigned event staff and provide direction, training, and solve problems as necessary
• Coordinate events held at the Hintz Family Alumni Center.

Benefits

• Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional well-being.
• In addition to comprehensive medical, dental, and vision coverage, employees enjoy robust retirement plans and substantial paid time off which includes holidays, vacation and sick time.
• One of the standout benefits is the generous 75% tuition discount, available to employees as well as eligible spouses and children.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 5,001-10,000 employees