Job no: 749529
Work type: Support Staff
Pay Grade: 13
Major Administrative Unit / College: University Advancement
Department: Advancement Mktg And Comm 10069781
Sub Area: APSA- Pro Supervisory
Salary: Salary Commensurate with Experience
Location: East Lansing
Categories: Administrative/Business/Professional, Education/Training, PR/Media/Graphics/Comm/Fund Raising, Professional Supervisory- APSA, Full Time (90-100%), Union
Working/Functional Title

Associate Director, Advancement Events

Position Summary

Basic Function: The Advancement Events team produces as many as 150 events annually in support of the fundraising and alumni engagement initiatives of University Advancement. The Associate Director of Advancement Events is responsible for the business and registration operations of the unit, as well overseeing the data and data management needs of the team. He or she directly supervises three event assistants, as well as two data management team members, and reports to the Director. Areas of responsibility for which the Associate Director is responsible include:

Characteristic Duties and Responsibilities:

The Associate Director will report directly to the Director of Advancement Events in University Advancement.

Events Management

• Supervision of three event assistants in all phases of their work within UA Events team, including activity that occurs in advance of, and on site at, each UA event. These events occur on- and off-campus, in- and out-of-state.
• Management of the assignment of guest seating, interaction with UA staff to receive seating requests, supervision of assignment of guests’ seats, and oversight of changes to seating during events.
• Monitoring the balance of one day liquor licenses available to MSU by the State of Michigan, and assistance to staff in the preparation and processing of licenses.
• Oversees orientation of fundraisers in details of collaboration with the UA Events team.
• Participates in the physical transport, setup and disassembly of events materials.
• Extensive travel is required by air and automobile.
• Work schedule can include variable hours in early mornings, evenings and on weekends and holidays, sometimes involving overnights.

Business Management, Budget and Accounts

• Management of all business and accounting functions within the UA Events team.
• Confirmation of the division of expenses among event partners at the outset of event planning.
• Create and maintain project codes for each event in EBS.
• Maintain accounting details of entries in the UA Calendar to record and communicate account information about each event.
• Initiation of the budget for each event as it begins and, using Business Intelligence and Analytics in EBS, monitoring expenses as they are incurred and paid, receiving expense information from the Advancement Event Assistant Directors throughout planning.
• Reconciliation of the monthly MSU ledgers for DS022604 (events account).
• Monitor expenses for GA100088 (supplies account).
• Completion of a budget review to serve as the basis for evaluation of each event.
• Activation and monitoring of the UA Events event planner cards within the unit.

Event Data Management Oversight

• Oversees a team of two data management staff who are responsible for:
• compiling and analyzing event invitation and registration statistics at the end of each fiscal year.
• Create event headers and invitation channels in Advance. Prepare post-event data files for upload by AIS-DS.
• Maintain a record of invitation parameters used for each event.

Works with the director to determine ongoing systems and technical needs for the unit.

Meets regularly with the director of Web Solutions to determine needed enhancements to online registration and reporting tools.

Unit Specific Education/Experience/Skills

Knowledge equivalent to that which normally would be acquired by completing a four-year college degree program in communications, public relations, advertising or marketing; three to five years of related and progressively more responsible or expansive work experience in public relations, marketing, or administration including experience in planning and coordination of large-scale events; or an equivalent combination of education and experience.

Desired Qualifications

• Bachelor’s degree or equivalent experience in business, marketing, communications, or event management
• 2+ years of supervisory experience.
• Desired experience working with a member-service and/or fundraising organization.
• Experience as a project manager involving multiple teams of personnel.
• Experience and skills related to customer service and problem solving.
• Experience managing multiple time-sensitive priorities simultaneously.
• Experience managing and maintaining data.
• Skills necessary to quickly evaluate trends in data, and the ability to clearly communicate about them in oral and written form.
• Ability to work well independently and effectively as a team member.
• Experience and competence using Excel and Access programs.
• Excellent oral, written, listening and presentation skills.

Equal Employment Opportunity Statement

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, disability or protected veteran status.

Required Application Materials

Resume and Cover Letter

Together-we-will StatementThe university is requiring all MSU students, faculty and staff to be vaccinated against COVID-19 with limited exceptions. Learn more at: https://msu.edu/together-we-will/Work Hours

Work hours are 8 AM to 5 PM with some nights and weekends

Bidding eligibility ends on 11/30/21 at 11:55 PM

Advertised: Nov 24, 2021 Eastern Standard Time
Applications close: Dec 28, 2021 Eastern Standard Time