Assistant Director, Event Operations & Systems

UMass Amherst Foundation; Hadley (MA); Hybrid; USD 71,000 - 79,000; Full time

Benefits offered by this job

Health insurance

401(k) plan with employer match

Hybrid work schedule

Paid parental leave

Vacation and holidays

Job summary

UMass Amherst Foundation is seeking an Assistant Director to support the Events & Experiences team by overseeing operations, systems, and data integrity for donor, alumni, and foundation events. The role requires independent, organized leadership in registration management, CRM administration, and event logistics.

Based in a full-time hybrid capacity, this position serves as a key operational resource across multiple states, coordinating teams, vendors, budgets, and schedules to deliver

Qualifications

• Bachelor’s degree from an accredited institution or equivalent experience.
• 3–5 years of relevant experience in event operations, advancement, donor/alumni relations, or related fields.
• Experience administering event registration, CRM, or comparable systems, including building registration pages and reporting on data.
• Excellent written, verbal, and interpersonal communication.
• High integrity and ability to work independently or in a team.

Responsibilities

• Oversee event operations, systems and reporting across multiple events.
• Lead venue and vendor sourcing, contract administration, budgeting, and relationship management.
• Manage event assets, inventories, documentation, and compliance materials.
• Support project timelines, logistics planning, and on-site execution for events.
• Coordinate project meetings, timelines, and follow-up actions; support budget tracking and expense reconciliation.
• Perform other duties as assigned.

Skills

Event operations

Registration systems

CRM systems

Vendor management

Project coordination

Budget tracking

Donor relations

Communication

Education

Bachelor’s degree

Tools

CRM software

Event platforms

Job description

About the role

Reporting to the Assistant Vice President of Foundation Events & Experiences, the Assistant Director supports the Events & Experiences team by overseeing the operations and systems that enable successful donor, alumni, and foundation events.

This position serves as a key resource for registration management, event systems administration, and event operations that support a portfolio of donor, alumni, and foundation events. The role calls for an independent, resourceful, and highly organized professional who can effectively manage multiple priorities while maintaining event data, coordinating vendors and event logistics, developing standardized procedures and tools, and providing project coordination and operational support to event planning teams.

Success in this role will increase the team’s capacity to deliver high-quality events efficiently and consistently. As a subject matter expert on event systems and processes, the Assistant Director will strengthen the operational infrastructure, ensuring accurate data, streamlined workflows, and scalable practices that enhance both the event program and donor experience.

Location: This is a full-time hybrid position and is open to employees in select US states: Massachusetts, New York, Connecticut, Rhode Island, Vermont, and New Hampshire.

What you’ll do

Event Operations, Systems and Reporting (45%)

• Serve as the administrator for event registration within UMAX and other event platforms, determining how registration pages, records, attendance tracking, and related data are set up and maintained. Maintain data accuracy through reconciliation, quality control, reporting, and post-event analysis.
• Develop and maintain standardized procedures, templates, checklists, and operational tools that support consistent event execution.
• Manage operational support functions that facilitate the successful execution of multiple concurrent events.
• Produce participation metrics, operational reports, and other event-related analyses to support planning and decision-making.
• Evaluate and recommend improvements to event systems, workflows, and operational processes to enhance efficiency, data integrity, and user experience.

Event Planning & Logistical Support (30%)

• Lead venue and vendor sourcing, including research, proposal evaluation, vendor recommendations, contract administration, scheduling, and relationship management.
• Manage event assets and inventory, including nametags, signage, giveaways, supplies, and related materials.
• Manage event-related documentation, including contracts, certificates of insurance, permits, and other required compliance materials.
• Support event leads with project timelines, logistics planning, and implementation activities for assigned events.
• Independently plan and execute smaller programs and events from start to finish, including timelines, logistics, vendors, budget, and on‑site execution.
• Identify operational needs, potential risks, and process improvements to support the successful execution of events across the portfolio.

Project Coordination and Operational Support (15%)

• Coordinate project meetings, timelines, documentation, and follow‑up actions to support operational and event planning initiatives.
• Support budget tracking, expense reconciliation, and payment processing for vendors and event-related expenses.
• Prepare and maintain project materials, including agendas, meeting notes, reports, and other operational resources.
• Manage logistical and administrative functions, including shipment coordination, event material distribution, and other activities.

Other Duties as Assigned (10%)

UMAF is building and growing, and this position will support those efforts with other duties and projects as assigned from time to time.

Required Qualifications

• Bachelor’s degree from an accredited institution, or an equivalent combination of education and experience.
• 3-5 years of relevant experience in event operations, advancement, donor relations, alumni relations, or related fields.
• Experience administering event registration, CRM, or comparable systems, including building registration pages and maintaining and reporting on event data.
• Excellent written, verbal, and interpersonal skills.
• High degree of integrity, demonstrating respect for individuals at every level of an organization.
• Ability to work effectively both independently and as a member of a team.

Preferred Qualifications

• Strong project management, organizational, and problem‑solving skills with the ability to manage multiple priorities simultaneously.
• Experience with reporting, budget tracking, and project management tools.
• Experience supporting donor, alumni, or advancement events in higher education or a nonprofit setting.

Note: We’re passionate about building a diverse team. If your experience is close, but not an exact match, please consider applying. Experience comes in many forms, and skills are transferable. We know that diverse teams make better decisions and deliver better results, which is why we’re committed to adding new perspectives and encourage everyone to apply.

BENEFITS

• 20 vacation days, 12 holidays, 12 sick days, 5 personal days, and 2 office closure days.
• 4-day summer work week.
• 401(k) plan. You contribute 5% and receive a 10% match.
• Health insurance packages for medical, dental, and vision.
• 16 weeks of paid parental leave to use within 1 year of childbirth. An additional 6 weeks available for the birthing parent. Part‑time work for full‑time pay for the first 4 weeks post parental leave.
• Learn more about our benefits.

Proposed Annual Salary Range:
$71,000 - $79,000

DIVERSITY, EQUITY AND INCLUSION

At the UMass Amherst Foundation, we understand the value that diversity, equity, and inclusion bring to our workplace, our constituents, and our community.

We welcome and value diversity in all its forms and recognize that a diverse and inclusive team strengthens our work and advances our mission. We recognize that the benefits of a diverse team are fully realized when people of all races, gender identities, ages, ethnicities, cultural heritages and nationalities; educational backgrounds; religious and political beliefs; sexual orientations; abilities; and socioeconomic and veteran status are valued, respected, and included at every level. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact [e-mail] to request accommodation.

OUR VALUES

Connection Build meaningful relationships rooted in trust, respect, and belonging.

Courage Show up with integrity, embrace challenges, and lead through uncertainty.

Curiosity Commit to learning—for yourself and others—and create a culture where everyone can thrive.

Questions regarding the position or anything else related to careers with UMAF may be directed to the People & Culture team at [e-mail]