Alumni Relations Events Manager

Position Title:

Position Type:

Hiring Range:

$33.94 - $40.72 per hour, commensurate with experience.

Pay Frequency:

A.   POSITION PURPOSE
 

Reporting to the Sr. Assistant Dean, Advancement, Alumni Relations & Communications, the Alumni Relations and Events Manager contributes to the mission of the School of Law by supporting the Law School’s alumni networking efforts, planning and executing alumni networking and signature events, stewarding our annual donors, and serving as a representative at external relations and other School of Law events. The duties and responsibilities directly support the School’s strategic priorities by creating strong relationships with the law alumni and broader legal communities, and by utilizing our facilities to enhance the experience for all our alumni, volunteers and supporters.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Alumni Relations (50%)

• Ensure contacts and relationships with various alumni external constituencies are maintained and fostered;

• Assist centers and other Law School faculty and staff in curating alumni for events, panels, and speaker opportunities.

• Partner with the Office of Career Management in annual outreach to alumni to secure participants in the Mentor program.

• Partner with the FlexJD team to secure alumni panelists for scheduled luncheons during on campus programming.

• In collaboration with the office of Advancement, Alumni Relations and Communications, make judgments and decisions about priorities for alumni engagement, including location/scheduling of alumni mixers and participation in on campus and off-site events.

• Manage the Alumni Ambassador Program.

• Maintains Alumni Class Notes and Obits.

• Alumni List Management, verify and update alumni job titles, emails, addresses, and phone numbers.

Event Management (50%)

• Serve as lead contact for external relations and development signature events, including but not limited to the annual Law Reunion, the Celebration of Achievement, galas, Alumni Networking events, and Scholarship recipient events.

• Create and manage event timelines/schedules, event registration site, presentation materials, and run of show; manage event committees and vendors; reserve facilities and order food; collect and control registrations; coordinate event staffing (including volunteers); provide name tags and event collateral, communicate event details, adhere to budgets and schedules, submit invoices, and prepare final event reports.

• Work with our MarComm team to schedule event emails and communications, including invitations, social media posts, email blasts, event reminders, and post event communications.

• Provide logistical support for other School of Law events, including but not limited to: Diversity & Inclusion Celebration, Kasner Symposium, Day of Giving, FAN/Dean’s Speaker Series events, Law Orientation, Convocation, and Graduation/Commencement. 

• Maintain a standard of excellence for all School of Law and External Relations strategic events.

• Review and report on event performance to Sr.Assistant Dean.

• Propose event formats that align with strategic initiatives.

• Maintain the event calendar for the School of Law that may include major university events.

• Drive event goals, themes, and design requirements.

• Research, tour, and reserve suitable locations and venues.

• Work as the law school liaison with suppliers, caterers, and entertainment.

• Manage on-site set-up, execution, and tear down of events.

• Track and manage overall finances, bills, and final invoice approvals.

Other Responsibilities:

• Work with External Relations office staff to create a professional and supportive work environment.

• Build a strong network of working relationships throughout the School of Law and the University.

• Other responsibilities may be assigned to meet the strategic initiatives of the Dean’s Office.

C.   PROVIDES WORK DIRECTION 

• To External Relations Administrative Associate(s) 

• To student employees

D.   RECEIVES WORK DIRECTION FROM 

• Sr. Assistant Dean, Advancement, Alumni Relations, and Communications.

• Assistant Dean, External Relations

E.   GENERAL GUIDELINES
 

Recommends initiatives and implements changes to improve quality and services. Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices. Maintains contact with customers and solicits feedback for improved services. Maximizes productivity through use of appropriate tools; planned training and performance initiatives. Researches and develops resources that create timely and efficient workflow.  Prepares progress reports; informs supervisor of project status and deviation from goals. Ensures completeness, accuracy and timeliness of all operational functions. Prepares and submits reports as requested and required. Develops and implements guidelines to support the functions of the unit.
 

F.   QUALIFICATIONS
 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.

1.   Knowledge

• Experience in planning and executing events highly desired.

• Familiarity working with alumni/constituents/supporters.

2.   Skills

• Excellent oral and written communication skills.

• Proven organizational skills with ability to track programming on multiple paths.

3.    Abilities

• Demonstrated ability to function well in multi-task teams.

• Demonstrated ability to initiate and manage events and programs independently.

• Ability to work a flexible schedule, evenings & weekends, as needed.

4.    Education and/or Experience

• Bachelor's degree with a minimum of 3+ years of experience in event management (program, conference, event organization or catering management) and/or alumni relations.
   

G.   PHYSICAL DEMANDS

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities.  A qualified individual is a person who meets skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.

• Considerable time is spent at a desk using a computer terminal. 

• May be required to travel to other buildings on the campus.

• May be required to attend conference and training sessions within Bay Area or in- or out-of-state locations.

• May be required to occasionally travel to outside customers, vendors or suppliers.

H.   WORK ENVIRONMENT

The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.

(Examples)

• Typical office environment.

• Offices with frequent interruptions.

Telecommute

Santa Clara University is registered to do business in the following states: California, Nevada, Oregon, Washington, Arizona, and Illinois. Employees approved to telecommute are required to perform their work within one of these states.

EEO Statement

Equal Opportunity/Notice of Nondiscrimination

Santa Clara University is an equal opportunity employer. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, ethnicity, national origin, citizenship, ancestry, religion, age, sex, sexual orientation, gender, gender expression, gender identity, marital status, parental status, veteran or military status, physical or mental disability, medical conditions, pregnancy or related conditions, reproductive health decision making, or any other characteristic protected by federal, state, or local laws.  For a complete copy of Santa Clara University’s equal opportunity and nondiscrimination policies, please visit the Office of Equal Opportunity and Title IX website at  https://www.scu.edu/title-ix/. 

Clery Notice of Availability

Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please visit the Campus Safety Services website. To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.

Americans with Disabilities Act

Consistent with its obligations under the law, Santa Clara University will provide reasonable accommodations to applicants and employees with disabilities.  Applicants who wish to request a reasonable accommodation for any part of the application or hiring process should contact the Department of Human Resources ADA Team at hraccommodations@scu.edu or by phone at (408)554-4392. Please note: This contact information is intended for accommodation requests only. Resumes or inquiries about application status sent to this inbox will not be reviewed or forwarded. For resumes or questions regarding application status, please contact hrservicedesk@scu.edu.