Graduate Assistant for Event & Reunion Programming

James Madison University•Harrisonburg, VA

18h

About The Position

James Madison University (JMU) Office of Alumni Relations is accepting applications for a Graduate Assistant. This is a two-year position, August-May, contingent on performance and academic program requirements. The position includes 12 tuition credits per semester (fall and spring). A stipend will be provided per semester. The candidate will work approximately 20 hours per week. Potential to work some nights and weekends. The candidate must be in the process of obtaining a master’s degree at James Madison University and possess a strong desire to contribute to the planning and execution of alumni-related events, with a focus on reunion programming. Successful candidates should possess strong project management skills, proven interpersonal and organizational skills, and experience with event management, as well as a strong commitment to customer service and professional communication.

Requirements

Bachelor’s degree
Acceptance in the James Madison University Graduate School
Event planning and management experience
Ability to work independently, take initiative and complete work tasks with minimal direction
Strong customer service orientation with the ability to professionally manage phone calls, emails, and in-person and/or virtual interactions
Effectiveness in written, verbal and interpersonal communication
Proficient with Microsoft Office
Comfortable with technology and willingness to be trained in the office’s various technology systems (CVENT and Affiniquest)
Able to work within the JMUAA brand and identity
Familiar with JMU

Nice To Haves

Understand the unique needs and priorities of different events
Competency in budgeting, financial management and securing sponsorships for events
Ability to adapt to changing circumstances and thrive in a fast-paced, dynamic environment
Capacity to develop creative event concepts and innovative solutions that align with institutional goals
Must be approachable, able to manage multiple tasks and meet deadlines
Ability to work some nights and weekends
Potential for some independent travel
Ability to carry 50 pounds
License to operate a motor vehicle

Responsibilities

Work with alumni groups and committees from first-idea through implementation and assessment of their reunion
Collaborate on logistical arrangements for reunion events and other alumni gatherings, ensuring smooth execution, including space reservation, vendor management and budget oversight
Assist in coordinating and managing event logistics for significant on-campus events, including Homecoming, Bluestone Reunions, Alumni Awards, and Legacy-related events.
Research, prospect and sell sponsorships for major, signature alumni events
Independently manage event related communications, including answering and directing phone calls and responding to email correspondence
Host and facilitate in person or virtual meetings (e.g., Zoom, Microsoft Teams) independently, ensuring meetings are organized, professional, and effective
Oversee administrative details before, during, and after events, including setup, breakdown, and wrap-up
Familiarize oneself with various office technology systems such as CVENT and Affiniquest
Work on other projects as assigned
Work in collaboration with the rest of the Alumni Team to execute marketing and communications plans for events
Ensure event messaging aligns with broader JMU Alumni Association branding efforts
Create and deploy blast emails to alumni reunion groups as necessary
Create simple graphic using Adobe Creative Suite or Canva as needed
Uphold the overall brand and identity of the university and the JMU Alumni Association
Foster a positive and inclusive office culture by building trusting partnerships with alumni team members and campus partners
Maintain regular communication with internal and external stakeholders, providing updates and coordinating schedules
Serve as point of contact for alumni, delivering excellent customer service across phone, email, and virtual platforms to partners
Assist in managing expectations, setting realistic goals, and ensuring events adhere to office, university, and JMUAA protocols
Facilitate communication with key stakeholders regarding event participation and scheduling
Collaborate with the Assistant Director for Events and Operations on event planning and implementation.
Administrative and operational support for the Office of Alumni Relations
Participate in Alumni Relations staff meetings, bi-weekly 1:1 meetings with supervisor and professional development opportunities as able
Other departmental duties as assigned