Description

POSITION OBJECTIVE

Serving as both an advocate for the client and the university, the assistant director of events and alumni center operations generates revenue through internal and external sales, marketing, contract negotiation and public relations as well as oversees the scheduling, planning and execution of conferences and events as contracted at the Linsalata Alumni Center. The assistant director also works with the director of events, programs and reunions to provide direction and support in planning homecoming weekend and regional, affinity, and signature events including extensive contact with external vendors to schedule and provide services. This position involves regular and extensive interaction with university administration, donors, trustees, community leaders, faculty, staff, students, and alumni of Case Western Reserve University. This position also has extensive contact with external vendors to schedule and provide services needed to implement successful events. Work involves contributing to the larger department's programming and independent judgments and decisions to execute events.

ESSENTIAL FUNCTIONS

Collaborate with the associate vice president and director to develop short- and long-term goals for the center in alignment with the university's mission and strategic priorities. Develop, refine, oversee, and optimize space utilization and event policies and procedures for the Linsalata Alumni Center for all internal and external programming requests. Provide oversight and on-site management for all internal and external events scheduled at the center. Develop and maintain scheduling system, facilitate and respond to inquiries for space reservations and provide guidance to internal and external groups. Optimize daily operations and workflow management and resolve inefficiencies. Develop and implement assessment tools (e.g., surveys, focus groups) to inform decision-making and enhance the quality of services and operations. Analyze data and trends from event reservations, student employee performance, and space utilization to identify areas for improvement. Provide recommendations for policy and procedure implementation. Direct the experience for alumni, donors, community leaders, student organizations as well as university senior leadership and make critical decisions on utilization of resources to meet and manage expectations. Initiate and negotiate event contracts for clients, alumni, donors, community leaders and student organizations. Direct the processing of all billing statements and lost and new business records. Direct the tracking of all event details and changes for all events and communicate details to all internal and external staff and vendors. (25%)
Collaborate with the associate vice president, and director to prioritize the office's alumni event strategies and plan diverse and complex alumni events (homecoming weekend, regional events, affinity events, signature events) hosted by the university, the alumni association board and alumni chapter leaders, and other constituent groups that connect or reconnect students, alumni, donors, and friends to the university with an aim of increasing engagement and inspiring philanthropic support. Manage alumni events and ensure seamless execution. Provide recommendations for list management, seating strategy, agenda, menu planning, etc. Manage the involvement of schools/college and other departments for campus wide events and develop strong relationships with alumni association board members, alumni chapter leaders, and alumni relations colleagues to meet goals and objectives of the University Relations and Development division and the university in general. Maintain accurate records of event expenditures, pay bills in a timely manner, and provide final accounting for all event expenses including scheduling and vendor negotiations. Participate on committees and working groups as needed to represent the interests of the associate vice president and director as they relate to alumni events. (25%)
Business development functions: In collaboration with associate vice president, director and University Marketing and Communications, create a comprehensive marketing and promotions plan for the Linsalata Alumni Center to maximize revenue generation including pricing. Develop strategies to attract external clients and manage event-related policies, contracts, and sponsorships to meet revenue goals. Represent the department in event and conference presentations to campus and community; provide tours to potential clients; and answer questions regarding event spaces and services. (20%)
Develop and implement reports, queries, and other analyses to be used in developing budget and revenue forecasts and financial planning; solve issues and formulate strategies and process improvements; analyze spending patterns and problem areas; compare financial status with budget and provide variance analyses as needed. (10%)
Hire, train, supervise and evaluate student employees. This includes recruiting, interviewing, and onboarding new student employees. Develop, implement, and lead staff training focused on emergency policies and procedures as well as facility policies, risk management, customer service, diversity and inclusion, and event management. (10%)
Plan, oversee and manage budget, repairs, and renovations for the center. Assist with the scheduling of regular maintenance protocols, identify health and safety concerns and address minor issues independently. Manage all aspects of the Pave It Forward brick paver program including stewardship, marketing and installation. (10%)
 

NONESSENTIAL FUNCTIONS

Perform other duties and responsibilities as assigned. (<1%)

CONTACTS

Department: Daily contact with associate vice president, directors and with Alumni Relations departmental staff as required to perform essential functions.

University: Contact with senior level administrative staff, senior staff in colleges and management centers, alumni, department administrators, chairs, staff and faculty to plan for the use of the Alumni Center and coordinate events as required to perform essential functions.

External: Contact with friends of the university, corporate, foundation and community leaders, affiliated organizations, non-profit organizations, donors, alumni, trustees, outside vendors and consultants, catering and equipment rental companies, and speakers as required to perform essential functions. Contact with constituents that RSVP for events or call with inquiries.

Students: Contact with student groups to facilitate their use of the Linsalata Alumni Center as required to perform essential functions. 

SUPERVISORY RESPONSIBILITY

No direct supervisory responsibility. Supervise on-site staff and student workers.

QUALIFICATIONS

Experience: 3 or more years in event planning/management, public relations, or related field. Event planning and facilities management experience in a business or academic setting, especially with alumni and volunteers, is highly desirable. 

Education: Bachelor's degree required. 

REQUIRED SKILLS

High degree of energy, creativity, flexibility, organizational and interpersonal skills. 
High degree of accuracy, attention to detail and proofreading in all work. 
Outstanding communications skills, both verbal and written and a demonstrated ability to handle public interactions. 
Outstanding customer service.  Exhibit a pleasant business demeanor.
Must be able to work in a fast-paced office environment and can prioritize and multi-task.
Able to work alone with minimum supervision as well as be a member of a closely-knit team. 
High proficiency with the use of large complex databases, including report generation.
Ability to understand the implications of new information for both current and future problem-solving and decision-making.
Serve as a member of the university Alumni Relations team on various fundraising initiatives, special events and alumni cultivation.
Ability to interact with and relate to diverse internal and external constituencies. Ability to interact with colleagues, supervisors, and customers face to face.
Highly motivated with uncompromising standards of excellence and quality.
Computer proficiency (including Microsoft Office) and ability to learn new programs. 
Ability to meet consistent attendance.
Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
 

WORKING CONDITIONS

General office working environment. Must be able to work a flexible schedule. Attendance at major Linsalata Alumni Center events is required, including evenings and weekends. Attendance at major university events is also required, to represent both the Linsalata Alumni Center and the university.

Requirements

QUALIFICATIONS

Experience: 3 or more years in event planning/management, public relations, or related field. Event planning and facilities management experience in a business or academic setting, especially with alumni and volunteers, is highly desirable. 

Education: Bachelor's degree required.