Engagement Event Specialist

Oklahoma-State-University-Alumni-Association; Stillwater (OK); Sur place; USD 40 000 - 60 000; Plein temps

Résumé du poste

OSU Alumni Association in Stillwater, OK seeks an Engagement Event Specialist to plan, coordinate, and execute engagement-led events for alumni and friends. You will oversee logistics, registrations, and staff travel, and collaborate with campus partners to strengthen university connections.

Responsibilities include leading college alumni councils, coordinating newsletters, and supporting affinity chapters.

Qualifications

• Bachelor's degree from an accredited college or university is required.
• 1–2 years of event coordination or volunteer engagement experience preferred.
• Strong organizational and project management abilities.
• Excellent written and verbal communication skills.

Responsabilités

• Coordinate day-of and behind-the-scenes event logistics.
• Manage event registration and seating arrangements.
• Prepare invitation and announcement lists.
• Coordinate staff and VIP travel logistics.
• Work with vendors, caterers, and service providers.
• Assign staff and volunteer roles and responsibilities.
• Coordinate event supplies, materials, and equipment.
• Serve as liaison for college alumni societies and groups.
• Attend college alumni society and group meetings.
• Support affinity chapters (ROTC, Band, Pete, Rodeo) and planning.
• Assist with establishing new affinity chapters and events.
• Perform other duties as assigned.

Connaissances

Project coordination

Event planning

Communication

Public speaking

Team collaboration

Formation

Bachelor's degree

Outils

Microsoft Outlook

Microsoft Office

Ascend database

Description du poste

Job Title: Engagement Event SpecialistReports To: Director of EngagementFLSA Classification: Non-ExemptNature of WorkThe OSU Alumni Association is seeking an Engagement Event Specialist who will assist with the planning, coordination, and execution of Alumni Association engagement-led events and programs. This position focuses on the operational and logistical elements necessary to deliver successful engagement opportunities for alumni and friends of the university. This individual will work across multiple engagement initiatives, providing event and program support that enhances alumni involvement and strengthens relationships with the university.The Engagement Event Specialist serves as the primary staff liaison for college alumni societies and affinity chapters. The position collaborates with campus and internal partners to support engagement initiatives, strengthen alumni connections, and deliver meaningful experiences.ResponsibilitiesCoordinate and support Alumni Association engagement-led events and programs through planning, execution, and post-event follow-up, including:Coordinating day-of and behind-the-scenes event logisticsManaging event registration and seating arrangementsPreparing invitation and announcement listsInternal and external meeting coordinationCoordinating staff and VIP travel logistics for respective eventsWorking with vendors, caterers, and service providers to support event needsAssigning staff and volunteer roles and responsibilitiesCoordinating event supplies, materials, and equipmentServe as the primary liaison and support person for college alumni societies and groups, including:Leading the Coordinating Council, which contains representatives from academic colleges and university-affiliated alumni organizationsOverseeing the Coordinating Council digital newsletter, including establishing deadlines, collecting materials and information from each unit, and distributing the newsletter as appropriateAttending college alumni society and group meetingsServe as the primary liaison and support person for affinity chapters (ROTC Army, ROTC Airforce, Band, Pistol Pete, and Rodeo), including:Supporting all engagement efforts such as assisting groups with scheduling meetings, planning reunions, special events, and fundraising initiativesAttending affinity chapter meetingsAssisting with establishing new affinity chapters as appropriateAssist with newly established engagement events, fundraising initiatives, etc. as requestedPerform other duties as assignedJob Competencies and ExperienceEducation RequirementsBachelor's degree from an accredited college or university required. Preferred fields of study include event management, hospitality, communications, public relations, marketing, or a related field.ExperienceOne or two years of experience in event coordination and/or working with volunteers is preferredSkillsAbility to work in a fast-paced environment with multiple projects/deadlines and prioritize appropriatelyExperience coordinating events, volunteers, or constituent engagement activitiesStrong organizational and project management abilitiesDemonstrates ability to work independently and collaboratively in a team environmentHighly detail-oriented with a strong focus on accuracyEffective written and oral communication skills; strong public speaking abilitySelf-motivated and task drivenDemonstrated initiative, creativity, and strategic thinkingOutstanding customer service skills in all interactions (in-person, phone, and email)Maintains professionalism and represents the Alumni Association positively in interactionsAbility to build and maintain relationships with campus partners and alumniCore CompetenciesEffective Communication: Transfers thoughts and expresses ideas clearly in individual and group settings.Execution & Initiative: Demonstrates a high level of initiative on assignments; expresses interest in achieving team success and contributing to overall goals.Teamwork & Interpersonal Skills: Develops cooperation and teamwork, working toward mutually beneficial solutions.Problem Solving & Judgement: Considers consequences and generates alternative solutions to overcome challenges.Adaptability: Responds positively to change and is willing to learn new methods to accomplish objectives.Equipment UsedLaptop computerMicrosoft OutlookMicrosoft Office SuiteAscend software or similar database systemsWork EnvironmentThe position is in an office setting within the OSU Alumni Center. Events and activities may be held outside so there will be some outdoor exposure. Position requires availability to work nights and weekends as determined by event scheduling. Travel may be required in and out of state.Physical DemandsAbility to move about the workspace to access files and office equipmentAbility to transport materials and equipment for eventsAbility to remain stationary and active for extended periods during eventsAbility to travel locally and occasionally out of town for events or meetingsAbility to frequently lift and move items up to 50 poundsSpecial Condition for EmploymentSuccessful completion of a background checkThis job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required for each employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.