Associate Director of Special Events

Job description

Associate Director of Special Events
University of San Diego

Department: Alumni Relations
Job IRC#28958

Job Description:

The associate director is responsible for the engagement and cultivation of alumni through special events, bringing alumni back to campus and creating visibility for the Alumni Association. The associate director will organize, produce, and oversee special events and activities, both on and off campus, for the Office of Alumni Relations. Events include, but are not limited to: Homecoming and Family Weekend, Alumni Honors, Wine Classic, Alumni Christmas Mass, Commencement, athletic events, and other significant Alumni Association recognition events and celebrations. The associate director is responsible for implementing and managing the Class Reunion and Class Giving Programs designed to increase alumni giving and participation. This position will have a role in the identification, solicitation, and fulfillment of volunteer leadership committees supporting alumni events. This position plays a major role in alumni engagement by being actively involved and directly contributing to the improvement of event standards, office processes, and procedures. The associate director helps to determine and prioritize departmental goals as it pertains to special events. This position will represent the Office of Alumni Relations at meetings and events both on and off campus. This position will coordinate a committee of the Alumni Association Board of Directors, and support other activities and initiatives of the Office of Alumni Relations, as needed. This position functions under the general guidance and direction of the director of alumni operations and engagement. This position may be asked to supervise administrative/executive assistants, student workers, temporary clerical workers, and other non-salaried support positions assigned to the Office of Alumni Relations.

Essential Duties and Responsibilities:

Event Planning and Coordination

  • Employing the engagement strategy developed by the senior director, director of alumni operations and engagement, and the Alumni Association Board of Directors, plan and coordinate special events, activities, and celebrations for the Office of Alumni Relations. These include but are not limited to:
  • Homecoming and Family Weekend
  • Alumni Honors
  • Commencement
  • Torero Takeover
  • Wine Classic
  • Alumni Christmas Mass
  • Develop logistical plans to include detailed event timelines, event standards, presidential participation forms, invitations, printed materials, budget projections, floor plans, vendor contracts, menu selection, entertainment, audiovisual, production, and attendance tracking. Coordinate with University Events and Promotions and collaborating departments as needed.
  • Recruit, advise, and maintain volunteer committees for alumni special events; coordinate Student Alumni Association volunteers and Alcala Club as needed.
  • Responsible for budget oversight to ensure an event stays within the allocated budget and net revenue goals are met; reconcile the event budget, pay all accounts, and generate a final budget report; ensure event sponsorship agreements are fulfilled.
  • Work with Alumni Relations team to develop online registration and strategic marketing plans; track attendees to ensure event attendance goals are being met, flexing planning and budget needs accordingly; responsible for event follow up and event feedback.
  • Collaborate with Alumni Relations staff, Student Affairs, and student organizations to continually increase the presence and involvement of students in Homecoming and Family Weekend.
  • Serve as liaison between other campus departments when planning events (i.e. catering, public safety, facilities, etc.). Troubleshoot operational issues on behalf of the department as it relates to events.
  • Create and implement new special events as needed.
  • Other duties as assigned.

    Class Reunion and Class Giving Programs
  • In collaboration with the Offices of Annual Giving and Development, the associate director is responsible for the Alumni Association Class Reunion and Class Giving programs. This helps identify key alumni for further cultivation as donors and volunteers. Responsibilities include but are not limited to:
  • Identify class chairs for each class celebrating a milestone reunion.
  • Prepare all materials, class lists, and communication devices necessary for successful engagement and execution of the Class Reunion and Class Giving programs.
  • Execute the reunion events and communication with classmates regarding fundraising initiatives for the class and information pertaining to Homecoming and Family Weekend; development content for website.
  • Steward relationship with class chairs throughout the year.
  • Coordinate schedules for class meetings and calling nights with the Office of Annual Giving.
  • Class reunion event coordination with internal resources.
  • Collaborate with the Offices of Annual Giving and Development, and reunion volunteers to set fundraising goals and priorities for the class.
  • Staff all related events and activities during the year and over Homecoming and Family Weekend.

    Alumni Association Board of Directors Committee Staffing
  • Act as a liaison and staff support for at least one committee of the Alumni Association Board of Directors.
  • Schedule and facilitate meeting dates, teleconferences, logistics, and composition of membership of each committee.
  • Track committee progress and work with volunteer chair to assure goals are being pursued and met.
  • Provide constructive feedback to the senior director and Executive Committee on the progress/ viability of the committees.
  • Ensure committee is moving in the right direction, providing constructive feedback on strategy, goals, and implementation of programs.
  • Attend all alumni committee meetings and take minutes.


  • Bachelor's degree required.
  • Minimum five years' experience in event planning, volunteer leadership, and/or fundraising. Direct Alumni Relations experience preferred.
  • Certified Meeting Planner (CMP) credentials or Event Management Certification is desired.
  • Must have the ability to establish and maintain productive working relationships with a diverse group of staff and volunteers and maintain an attitude that conveys respect.
  • Excellent written and oral communication skills and exceptional critical listening and thinking skills. Command of the English language, including AP writing style, and standard grammar, spelling, punctuation, syntax, and proofreading skill.
  • Proven ability to plan, initiate, and manage challenging logistical situations. Evidence of ability to identify problems and to develop appropriate responses to complex issues involved in special event execution.
  • Must exhibit attention to detail with excellent organizational and time management skills; remain professional under pressure.
  • Experience with budget management.
  • Must be able to work independently, take initiative and ascertain priorities in a dynamic environment of regular interruptions, multiple projects, and deadlines.
  • Must be willing to frequently work after standard work hours and on weekends.
  • Must possess a valid California driver's license. Must be willing to drive university or personal vehicle to on and off-campus locations to deliver equipment and/or supplies and attend events.

    Performance Expectations: Knowledge, Skills & Abilities:
  • Ability to supervise and galvanize staff and to recruit, train, manage, and motivate volunteers to achieve strategic goals.
  • Ability to effectively trouble-shoot and exercise independent judgment to accommodate constituent (i.e. alumni, students, parents, etc.) concerns.
  • Thorough knowledge of Microsoft Office applications including but not limited to Word, Excel, and PowerPoint; knowledge of internal database management and reporting systems (BSR Advance and iModules). Must know how to use email and the internet.
  • Must possess flexibility and versatility in order to meet continually shifting priorities.
  • Ability to handle confidential information with tact and discretion.
  • Must be friendly and personable.

    Background check: Successful completion of a pre-employment background check.

    Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.

    Salary: Commensurate with experience; Excellent Benefits.

    The University of San Diego offers a very competitive benefits package, to include medical, dental, vision, a 12% retirement contribution given to you by the University (with three year vesting period), and access to on-campus Fitness Centers. Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer. USD: Human Resources: Benefits

    Hours: 40 hours per week

    Closing date: July 18, 2018

    Note: External job postings will be up for at least five days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.

    The University of San Diego is an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.

    The University of San Diego is a smoking and tobacco-free campus. For more information,

    Click Apply Now to complete our online application. In addition, please ensure that you upload a cover letter and resume to your application profile for the hiring managers' review. If you have any questions or difficulties please contact the Employment Services Team at 619-260-6806, or email us at [email protected]





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    Job No:
    Posted: 7/5/2018
    Application Due: 7/19/2018
    Work Type: