Associate Director - Alumni Events, Penn State Alumni Association

The Pennsylvania State University; State College (Centre County); On-site; USD 60,000 - 95,000; Full time

Benefits offered by this job

75% tuition discount

Excellent benefits

Job summary

Penn State University in State College, PA invites applications for Associate Director of Alumni Events. The role leads alumni events in-person and virtual, oversees Event Coordinators, and coordinates with partners to deliver memorable experiences at the Hintz Family Alumni Center.

Ideal candidates bring leadership, budgeting, contract negotiation, and extensive event planning experience, with a Bachelor’s degree and 6+ years of relevant work. Evening/weekend work and travel are required.

Qualifications

• Bachelor's Degree with 6+ years of relevant experience; or an equivalent combination of education and experience accepted.
• Certifications: None required per job posting.

Responsibilities

• Lead and coordinate alumni events for in-person and virtual formats.
• Manage Event Coordinators and supervise staff at the Hintz Family Alumni Center.
• Negotiate contracts with venues, caterers, hotels, and other partners.
• Create and analyze program data reports to measure event success.
• Collaborate with volunteers and university staff on event planning.

Skills

Leadership

Event planning

Budgeting

Contract negotiation

Volunteer management

Attention to detail

Organizational skills

Communication

Education

Bachelor's degree

6+ years of relevant experience

Tools

Word

Excel

IBM Notes

Event registration tools

Job description

POSITION SPECIFICS

Penn State is currently seeking an Associate Director Alumni Events in supporting the Penn State Alumni Association, Alumni Events & Travel team. As a member of the Division of Development and Alumni Relations, you can play an integral role in Penn State’s future and contribute to one of the most successful fundraising and alumni relations operations in the country. Reporting to the Director, Alumni Events and Travel and working closely working closely with the Alumni Association’s Engagement Team, as well as other partners, this Associate Director of Alumni Events will:

• In a senior capacity, develop, implement, execute, and maintain alumni events and related services for both in person and virtual experiences.
• Responsible to manage and lead the Event Coordinators which coordinate all activities held at the Hintz Family Alumni Center.
• Articulate Penn State’s needs, ambitions, and values through excellent informal and formal communications;
• Project Lead and coordinate events and activities to include, but are not limited to reunions, Homecoming, presidential receptions, athletic pep rallies and receptions, alumni networking events, educational and recognition events.
• Negotiate and process contracts for necessary alumni event venues, caterers, hotels, etc.
• Create and analyze the effectiveness of programs and events and recommend improvements or new creative strategies.
• Collaborate with colleagues and manage constituent management activities, including direct mail, e-communications, and event planning.
• Create and coordinate events and program attendee reservations and create data reports to analyze event success.
• Work with volunteers, committees, boards, and University staff as assigned.
• May assist in writing and editing proposals, scripts and other written materials.
• Research and manage inventory of marketing materials, promotional handouts, nametags, giveaways and office supplies to be used during alumni and development events.
• Direct and coordinate the activities of assigned event staff and provide direction, training, and solve problems as necessary; This position may coordinate events held at the Hintz Family Alumni Center.
• Previous experience with Word, Excel, IBM Notes, and event registration and production tools is highly desirable.
• Certified Meeting Professional (CMP), Certificate in Meeting Management (CMM) or Certified Special Events Professional (CSEP) designations encouraged or in process of working towards certification.
• Will supervise staff including responsibilities related to hiring, onboarding, performance management, and professional development.

The successful candidate will have:

• Prior experience providing leadership, coaching, mentoring, or training to fulltime employees.
• The ability to demonstrate strong attention to detail and problem solving to consistently deliver accurate, high-quality work;
• Strong organizational skills to multitask and managing multiple event timelines effectively and simultaneously.
• Will have a minimum of 6 years of prior logistical planning experience to include budgeting & reconciliations, attendee registration, venue search, contract negotiations, food and beverage, audiovisual, room set ups, speaker management and housing blocks.
• Must be able to coordinate, direct and supervise the activities of volunteers or work teams;
• Exemplary interpersonal and communication skills;
• The ability to work evenings and weekends as needed, with overnight travel required to fulfill job responsibilities;
• The ability to create and maintain an inclusive and respectful environment for all students and colleagues;
• A proven ability to self-motivate and work both independently and as part of a team;
• A commitment to professional development, learning, and being mentored.

Questions related to flexible work arrangements should be directed to the hiring manager during the interview process.

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

If filled as Constituent Programming and Events Officer - Principal Professional, this position requires:

• Bachelor's Degree 8+ years of relevant experience; or an equivalent combination of education and experience accepted
• Required Certifications: None

If filled as Constituent Programming and Events Officer - Senior Professional, this position requires:

• Bachelor's Degree 6+ years of relevant experience; or an equivalent combination of education and experience accepted
• Required Certifications: None

Penn State’s Division of Development and Alumni Relations If you believe in the power of higher education—and philanthropy—to shape the public good, you’ll excel right here in Penn State’s Division of Development and Alumni Relations (DDAR). Our organization includes more than 500 professionals engaging a community of more than 800,000 alumni who believe in the power of giving back. Across our interdisciplinary teams of fundraisers, alumni relations professionals, communicators, event planners, financial experts, and more, there is a place for you to make a difference in the lives of students and faculty while taking your own career to new heights. Learn more about us at raise.psu.edu and explore the success of our most recent campaign at greaterpennstate.psu.edu.

Building a Career and a Life at Penn State Across all campuses and an online World Campus, our 100,000 students and 17,000 faculty and staff know the real measure of success goes beyond the classroom—it’s the positive impact made on communities across the globe. Penn State consistently ranks among the top academic and research universities in the world: psu.edu/this-is-penn-state/facts-and-rankings This position is based at the University Park campus, located in State College, Pennsylvania. State College is ranked among the lowest-stress and safest small cities in the country, with excellent public schools, beautiful parks and other natural assets, and a broad range of cultural and athletic events and venues: statecollegepa.us and statecollege.com

BACKGROUND CHECKS/CLEARANCES

Employment with the University will require successful completion of background check(s) in accordance with University policies. This position requires that you operate a motor vehicle as a part of your job duties. A valid driver’s license and successful completion of a motor vehicle records check will be required in addition to standard background checks. Penn State does not sponsor or take over sponsorship of a staff employment Visa. Applicants must be authorized to work in the U.S.

SALARY & BENEFITS

The salary range for this position, including all possible grades, is $59,580.00 - $94,980.00. Salary Structure - Information on Penn State's salary structure Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional well-being. In addition to comprehensive medical, dental, and vision coverage, employees enjoy robust retirement plans and substantial paid time off which includes holidays, vacation and sick time. One of the standout benefits is the generous 75% tuition discount, available to employees as well as eligible spouses and children. For more detailed information, please visit our Benefits Page.

CAMPUS SECURITY CRIME STATISTICS

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act and the Pennsylvania Act of 1988, Penn State publishes a combined Annual Security and Annual Fire Safety Report (ASR). The ASR includes crime statistics and institutional policies concerning campus security, such as those concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. The ASR is available for review here.

EEO IS THE LAW

Penn State is an equal opportunity employer and is committed to providing employment opportunities to all qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. If you are unable to use our online application process due to an impairment or disability, please contact 814-865-1473. Penn State is committed to and accountable for advancing equity, respect, and belonging. We embrace individual uniqueness, as well as a culture of belonging that supports equity initiatives, leverages the educational and institutional benefits of inclusion in society, and provides opportunities for engagement intended to help all members of the community thrive. We value belonging as a core strength and an essential element of the university’s teaching, research, and service mission.

Federal Contractors Labor Law Poster PA State Labor Law Poster Penn State Policies Copyright Information Hotlines There’s a reason Penn State consistently ranks among the top one percent of the world’s universities. Across 24 campuses, our 100,000 students and 40,000 faculty and staff know the real measure of success goes beyond the classroom – it’s the positive impact made on communities across the world. Our ideals stem from our origins as Pennsylvania’s sole land-grant institution, which allow us to continue to bring positive impact to humanity through our teaching, research, and engagement mission. And across the world is a community of Penn Staters – more than half a million strong – driven by that same spirit to serve our local and global communities. At Penn State, passion is met with collaboration in an environment that is rooted in shared pride for the accomplishments of our fellow students, faculty, staff, and alumni. Penn Staters cheer each other on to build a culture committed to service and engagement. Our University values represent our core ethical aspirations for all our daily activities and actions as students, faculty, staff, and volunteers at Penn State. Our values are as follows; Integrity, Respect, Responsibility, Discovery, Excellence, and Community. We Are Penn State. One Community. Impacting Many.