Assistant Director, Events

Santa Clara University

Santa Clara, CA United States

Position Title:
Assistant Director, Events

Position Type:
Regular

Hiring Range:

$69,600.00 - $81,850.00; commensurate with experience.

Pay Frequency:
Annual
A. POSITION PURPOSE
The Assistant Director, Events' primary area of responsibility is to support and assist the Director, Events in leading, planning, and implementing alumni Signature Events with a particular focus on marketing and communication. These Signature Events result in advancing the university's mission and the Alumni Association's strategic plans for enhancing alumni engagement and creating mutually beneficial life-long relationships between the university and its key constituencies. The Assistant Director, Events must possess knowledge and skills that enable him/her to work effectively, strategically and tactfully with a wide range of both internal and external groups, and have a deep passion and general interest in the lives of Santa Clara alumni and students.

B. ESSENTIAL DUTIES AND RESPONSIBILITIES

Overall:

• With the Director, Events, lead, plan and coordinate logistics for Grand Reunion, Vintage Santa Clara, The President's Dinner, The Grad Bash, and other Signature Events.

• Create and manage marketing/communication plans for all Signature Events including mail, website, mobile applications, and social media.

• Create and direct the team's project planning tool (e.g. Asana)

• Work with Director, Events to regularly review existing events and determine if any should be redesigned or retired. At the same time think creatively about any new opportunities to engage constituencies that the team could consider.

• Help as needed with any "All Hands" events that are managed by other Alumni Association staff

• Learn about the history and culture of Santa Clara and weave the values and mission of the institution into the events and the relationships developed

Functional Responsibilities:

• Grand Reunion

• Develop and coordinate strategic marketing plan including invitations, email communications, website, and social media.

• Work with internal and external vendors to ensure everything is ordered in the correct amount and in a timely manner.

• Recruit and supervise student and volunteer staff during event and coordinate timeline to ensure event runs smoothly.

• Work with internal constituents (e.g. schools, faculty, staff) to secure content for events/programs.

• Act as second-in-command during Grand Reunion

• Manage individual events as assigned, direct vendors, supervise student work and staff volunteers.

• Coordinate with Director of Digital Engagement on virtual and hybrid event needs.

• Manage post-event follow-up including gathering feedback, providing a post-event summary for the website and social media, and providing data for closing reports.

• Vintage Santa Clara

• Lead the strategy and manage all planning and execution leading up to the event as well as day-of including, event logistics, a marketing and communication plan, and recruitment and supervision of 40+, student workers, and volunteers.

• Recruit, steward and recognize 50+ food and wine vendors and coordinate permits and paperwork with the city of Santa Clara.

• Recruit and manage expectations of event sponsor(s) from the initial agreement through execution of branding and promotion.

• Prepare a final report that incorporates statistics from the event, survey results and recommendations for the following year.

• Other Signature Events and Programs

• Develop and manage a communications timeline, and design and distribute appropriate event communications either printed, e-mail, or social.

• Act as second in command on events - direct vendors, supervise student work and staff volunteers as needed.

• Manage the Super Broncos program including a quarterly newsletter, welcome bags for new members, and an annual event.

• Active Alumni Relations Team Member

Participate as an active and contributing member of the Alumni Relations team, including:

• Building team culture

• Contributing to the planning, decision-making, and implementation of the Alumni Association services, and offerings.

• Demonstrating flexibility and adaptability as the position and the department implement the key priorities of the Alumni Association Strategic Plan and Alumni/University Relations objectives and goals.

• Supporting the office-wide Campus Liaison program by serving as the official liaison to key partners.

• Actively participating in Alumni Relations All Staff Meetings, and teambuilding/business planning retreats

• Actively participating in Alumni Association Board of Directors meetings and working committees.

• Any other responsibilities as assigned that meet Alumni Association and University Relations goals and strategic initiatives

C. PROVIDES WORK DIRECTION

Supervises and directs student workers and staff and alumni volunteers during events to best anticipate and fulfill guests' needs.

D. GENERAL GUIDELINES

• Recommends initiatives and implements programs and changes to improve quality and services.

• Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices.

• Maintains contact with customers and solicits feedback for improved services.

• Maximizes productivity through use of appropriate tools; planned training and performance initiatives.

• Researches and develops resources that create timely and efficient workflow.

• Prepares progress reports; informs supervisor of project status; and deviation from goals. Ensures completeness, accuracy, and timeliness of all operational functions.

• Prepares and submits reports as requested and required.

• Develops and implements guidelines to support the functions of the unit.

E. QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.

This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.

General

• Commitment to the mission, values, and goals of Santa Clara University

• Willing and able to work during nonstandard business hours, which will include evenings and weekends

• Willingness to travel, as required

• Alumna(us) of or knowledge of Santa Clara University, SCU alumni, and SCU online communities is preferred

• Exemplifies the Alumni House Rules and operates as a team player/member of the Alumni Relations team

Skills

• Should be self-motivated, assertive, proactive, able to effectively prioritize multiple tasks and able to meet deadlines in a fast-paced team environment.

• Excellent communication skills, both oral and written, including strong writing, editing and proofreading skills are required.

• Demonstrate initiative in resolving issues, with consideration given to improving existing processes, implementing best practices, and streamlining procedures.

• Skilled with Microsoft Office, Google Drive and Calendar functions, and familiarity with Zoom, Canva, BlackBaud's CRM database and BBIS (or similar offerings), Asana, and Terminal4 and public networking sites is a plus.

Abilities

• Ability to work effectively, strategically, and tactfully with a wide range of internal and external groups.

• Ability to work collaboratively and effectively with coworkers and share appropriate information in a timely and proactive fashion is essential.

• Demonstrated ability to prioritize and accurately manage complex processes and meet deadlines while providing excellent customer service.

• Ability to motivate, train, and organize volunteers.

• Ability to exercise judgment and maintain confidentiality on a wide spectrum of topics and issues for which discretion is required.

• Comfortable in social situations.

Education

• Bachelor's degree required.

Years of Experience

• Five to six years of experience in alumni relations, event planning (in person and virtual), volunteer management or similar responsibilities, preferably in a higher education environment.

• Demonstrated supervisory/leadership experience.

F. PHYSICAL DEMANDS

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets skill, experience, education or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.

• Considerable time is spent at a desk using a computer terminal.

• Required to travel to other buildings on the campus.

• Will at times require physical labor

• May be required to attend conference and training sessions within Bay Area or in- or out-of-state locations.

• Required to occasionally travel to outside customers, venders or suppliers - must have a valid driver's license.

• Will be required to take a class/test to operate a golf cart

• Must have a valid driver's license

G. WORK ENVIRONMENT

The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.

• Time will be spent at events and external locations.

• Typical office environment.

• Offices with equipment noise.

• Offices with frequent interruptions.

COVID-19 Statement

The health and safety of the university community is a top priority. All Santa Clara University students, and employees are required to be vaccinated against COVID-19 or request a medical or religious exemption. Please visit our https://www.scu.edu/preparedscu/vaccines/https://www.scu.edu/preparedscu/vaccines/ for additional information.

Telecommute

Santa Clara University is registered to do business in the following states: California, Nevada, Oregon, Washington, Arizona, and Illinois. Employees approved to telecommute are required to perform their work within one of these states.

EEO Statement

?Equal Opportunity/Notice of Nondiscrimination

Santa Clara University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and California State laws, regulations, and executive orders regarding non-discrimination and affirmative action. Applications from members of historically underrepresented groups are especially encouraged. For a complete copy of Santa Clara University's equal opportunity and nondiscrimination policies, see https://www.scu.edu/title-ix/policies-reports/

Title IX of the Education Amendments of 1972

Santa Clara University does not discriminate in its employment practices or in its educational programs or activities on the basis of sex/gender, and prohibits retaliation against any person opposing discrimination or participating in any discrimination investigation or complaint process internally or externally. Information about Title IX can be found at http://www.scu.edu/title-ix. Information about Section 504 and the ADA Coordinator can be found athttp://www.scu.edu/title-ixhttps://www.scu.edu/oae/, (408) 554-4109, mailto:oae@scu.edu. Inquiries can also be made to the Assistant Secretary of Education within the Office for Civil Rights (OCR).

Clery Notice of Availability

Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services https://www.scu.edu/campus-safety/clery-act-compliance/ . To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.

Americans with Disabilities Act

Santa Clara University affirms its commitment to employ qualified individuals with disabilities within the workplace and to comply with the Americans with Disability Act. All applicants desiring an accommodation should contact the https://www.scu.edu/phonebook/Department-of-Human-Resources, and 408-554-5750 and request to speak to Indu Ahluwalia by phone at 408-554-5750 or by email at mailto:iahluwalia@scu.edu.

https://www.jobelephant.com/

jeid-a4eea516ff18b348b0a55c2c9f78725f

Requirements

Start Date: No Start Date
Education: Bachelor's Degree Required
Work Experience: 0 - 2 years
Part/Full Time: Full-Time

Contact / Additional Information

To view the full job posting and apply for this position, go to https://apptrkr.com/5152204