Associate Director of Alumni Engagment

Calvin University • Grand Rapids, MI

5d • Onsite

About The Position

This position is responsible for facilitating engaging, thoughtfully planned, and successfully executed events on behalf of the Alumni and Advancement offices of Calvin University.

Requirements

• A bachelor’s degree from a four-year college or university
• 1 - 3 years of related or transferable experience
• Working knowledge of event planning standard practices and procedures
• High school level of computer literacy
• Very strong organizational and communication skills, including the ability to write / edit reports and the ability to communicate the key stakeholder needs with service providers (i.e., food service vendors and maintenance, stage, or technical crews)
• This position represents the University which requires handling confidential information and exercising sensitivity, diplomacy, and good judgement with people and situations
• Ability to work independently and exercise good judgement in setting priorities, organizing event-related details, and solving problems with the goal of accomplishing desired results
• Committed to providing world class hospitality with a positive, cooperative, servant’s heart
• Must be creative, motivated, and enthusiastic
• Demonstrated awareness and commitment to effectively establishing relationships and positive communication across multiple dimensions of diversity including, but not limited to, race, gender, physical limitations, class, or religious perspectives.

Nice To Haves

• Experience in facility management and supervision is preferred
• Commitment to the educational mission of Calvin as a Christian liberal arts University affiliated with the Christian Reformed Church.
• A commitment to the Christian faith and to the integration of faith, learning, and student development.

Responsibilities

• Join alumni office and advancement division team members in collaborative event ideation process.
• Assume a key role in the subsequent planning and execution of assigned events such as Homecoming and Family Weekend, 50-Year and Heritage Class reunions, the Calvin Classic 5k race, regional network alumni events, hospitality suite gatherings for advancement division guests, president’s office alumni engagement events, and other events both on and off campus.
• Manage the registration process for each event, including online payment systems, coordination of publicity, and invitation and attendee lists.
• Manage logistics, vendor relationships, food service, event timelines, staffing assignments, and on-site execution.
• Provide high-level guest support, hospitality, and service excellence to university constituents and community partners.
• Oversee the production of selected event communications including invitations, brochures, programs, social media, and recognition materials.
• Make travel arrangements as needed for event participants.
• Collaborate with internal partners across the university to support event logistics, identify program participants, and serve as an advancement liaison to the campus community.
• Prepare and manage budgets for assigned events.
• Manage and negotiate with appropriate vendors to plan events efficiently, with quality and as cost-effectively as possible.
• Lead engagement and post-event review meetings to gather requirements, understand vision and purpose, assign duties, and assess the success of events to facilitate continuous improvement.
• Maintain long-range calendars to provide structure and seamless coordination for all events.
• Responsible for hiring and appraising the work of student workers and volunteers, as needed.
• Coordinates the schedule and oversees the responsibilities of staff, student workers, and volunteers.

Benefits

• The work in this position is performed within routine office conditions, usually without exposure to hazardous or unpleasant conditions.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level