Associate Director of Alumni Engagment

Calvin University; Grand Rapids (MI); On-site; USD 60,000 - 90,000; Full time

Job summary

Calvin University in Grand Rapids, MI seeks an Associate Director of Alumni Engagement to plan and execute alumni events, manage registration and logistics, and coordinate post-event reviews. You will collaborate across campus to support engagement, maintain event calendars, and supervise student workers and volunteers.

The role requires strong organizational and communication skills, experience in event planning, and flexibility to work some weekends/evenings as needed.

Qualifications

• Bachelor’s degree required.
• 1–3 years of related or transferable experience.
• Working knowledge of event planning standard practices.
• High school level of computer literacy.
• Experience in facility management and supervision preferred.
• Flexible schedule for occasional weekend/evening work.

Responsibilities

• Plan and execute assigned events in collaboration with the Alumni Engagement team.
• Manage event registration, publicity, invitations, and attendee lists.
• Oversee logistics, vendor relationships, food service, timelines, staffing, and on-site execution.
• Coordinate travel arrangements for participants as needed.
• Administer budgets and negotiate with vendors for cost-effective events.
• Lead post-event reviews and maintain long-range calendars.

Skills

Organizational skills

Communication

Report writing

Confidential information handling

Independent work

Hospitality

Creativity

Education

Bachelor's degree

Tools

Basic computer literacy

Job description

Job Title: Associate Director of Alumni Engagement

Department: Alumni Engagement

Division: Advancement

Supervisor: Director of Alumni Engagement

Status: Exempt, Full-time, 1.0 FTE

Job Summary: This position is responsible for facilitating engaging, thoughtfully planned, and successfully executed events on behalf of the Alumni and Advancement offices of Calvin University.

Essential Duties and Responsibilities (other duties as assigned):

PLANNING AND EXECUTION OF ASSIGNED EVENTS

• Join alumni office and advancement division team members in collaborative event ideation process.
• Assume a key role in the subsequent planning and execution of the following events:
  • Homecoming and Family Weekend; 50-Year and Heritage Class reunions; the Calvin Classic 5k race; regional network alumni events; hospitality suite gatherings for advancement division guests; president’s office alumni engagement events; and other events both on and off campus, as assigned.
• Manage the registration process for each event, including online payment systems, coordination of publicity, and invitation and attendee lists.
• Manage logistics, vendor relationships, food service, event timelines, staffing assignments, and on-site execution.
• Provide high level of guest support, hospitality, and service excellence to university constituents and community partners.
• Oversee the production of selected event communications including invitations, brochures, programs, social media, and recognition materials.
• Make travel arrangements as needed for event participants.

MANAGE EVENT SCHEDULES, ENGAGEMENT AND POST REVIEW

• Collaborate with internal partners across the university to support event logistics, identify program participants, and serve as an advancement liaison to the campus community.
• Prepare and manage budgets for assigned events. Manage and negotiate with appropriate vendors to plan events efficiently, with quality and as cost effectively as possible.
• Lead engagement and post-event review meetings to gather requirements, understand vision and purpose, assign duties, and assess the success of events to facilitate continuous improvement.
• Maintain long-range calendars to provide structure and seamless coordination for all events.

Supervisory Responsibilities:

Responsible for hiring and appraising the work of student workers and volunteers, as needed.

Coordinates the schedule and oversees the responsibilities of staff, student workers, and volunteers.

Competency/Skill Requirements:

• Very strong organizational and communication skills, including the ability to write / edit reports and the ability to communicate the key stakeholder needs with service providers (i.e., food service vendors and maintenance, stage, or technical crews)
• This position represents the University which requires handling confidential information and exercising sensitivity, diplomacy, and good judgement with people and situations
• Ability to work independently and exercise good judgement in setting priorities, organizing event-related details, and solving problems with the goal of accomplishing desired results
• Committed to providing world class hospitality with a positive, cooperative, servant’s heart
• Must be creative, motivated, and enthusiastic

Education, Experience, and other Requirements:

• A bachelor’s degree from a four-year college or university
• 1 - 3 years of related or transferable experience
• Working knowledge of event planning standard practices and procedures
• High school level of computer literacy
• Experience in facility management and supervision is preferred
• Flexible schedule to accommodate occasional weekend or evening work

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The work in this position is performed within routine office conditions, usually without exposure to hazardous or unpleasant conditions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands Include: Lifting and carrying of 5 – 20 lbs. or more Visual Demands Include:

• Ability for proofreading and checking documents for accuracy
• The use of a keyboard for entering and retrieving data

FAITH and EDUCATIONAL COMMITMENT

1. Commitment to the educational mission of Calvin as a Christian liberal arts University affiliated with the Christian Reformed Church.
2. A commitment to the Christian faith and to the integration of faith, learning, and student development.

DIVERSITY COMMITMENT

Demonstrated awareness and commitment to effectively establishing relationships and positive communication across multiple dimensions of diversity including, but not limited to, race, gender, physical limitations, class, or religious perspectives.