Associate Director of Alumni Engagment

Calvin University; United States; On-site; USD 55,000 - 90,000; Full time

Job summary

Calvin University seeks an Associate Director of Alumni Engagement to lead planning and execution of alumni events across campus and beyond. This role collaborates with the Alumni Engagement Division and Advancement to deliver engaging experiences for graduates, families, and supporters.

The position requires strong organizational and communication skills, the ability to manage budgets, vendors, and volunteers, and a commitment to the university's faith-integrated mission.

Qualifications

• A bachelor’s degree from a four-year college or university.
• 1 - 3 years of related or transferable experience.
• Knowledge of event planning practices and procedures.
• Flexible schedule to accommodate occasional weekend or evening work.

Responsibilities

• Plan and execute assigned events such as Homecoming, reunions, and alumni gatherings.
• Manage registration, publicity, invitations, and attendee lists; coordinate logistics.
• Oversee event communications, travel arrangements, and on-site execution.
• Prepare budgets and negotiate with vendors; lead post-event reviews.
• Hire and supervise student workers and volunteers.

Skills

Organizational skills

Communication skills

Report writing

Independent work

Hospitality/customer service

Education

Bachelor's degree

Job description

Job Title: Associate Director of Alumni Engagement

Department: Alumni Engagement Division

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.

Founded in 1876, Calvin University is a top-ranked, liberal arts institution that equips its more than 3,600 students from 48 U.S. states, 55 countries, and five Canadian provinces to think deeply, to act justly, and to live wholeheartedly as Christ’s agents of renewal in the world. Calvin offers 100+ majors and programs, including a growing portfolio of graduate-level offerings. Calvin students engage in intensive internships, community-based service learning, and significant research that results in publishing and presenting alongside world-class faculty.

The university’s 400-acre campus is in the vibrant city of Grand Rapids, Michigan. Discover more atwww.calvin.edu.

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.