"Alumni Events Manager"

DePauw University is an Equal Employment Opportunity Employer: Women, members of underrepresented groups, and persons with disabilities are encouraged to apply. Position will remain open until filled.

This position is not eligible for immigration sponsorship at this time.

The Alumni Events Manager is responsible for the hands-on coordination and execution of regional and on-campus alumni events that foster lifelong engagement with DePauw University. This role requires strong organizational skills, attention to detail, and the ability to manage event logistics from start to finish, including registration setup, attendance tracking, vendor coordination, on-site execution, and attendee follow-up. The Alumni Events Manager will work closely with internal and external stakeholders to ensure seamless event operations and memorable experiences for alumni and donors.

The Alumni Events Manager is responsible for planning, coordinating, and executing regional and on-campus alumni events that strengthen engagement with DePauw University. This role oversees all logistical aspects of events, including registration setup, attendance tracking, vendor coordination, on-site execution, and post-event analysis. Additionally, the position requires collaboration with internal and external stakeholders, travel for regional events, and flexibility to work evenings and weekends as needed.

Reasonable Accommodations Statement To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Essential Functions Statement(s)

• Coordinate and execute all logistical aspects of alumni events, including Alumni Reunion Weekend, regional alumni gatherings, Monon Bell Telecast parties, tailgates, networking events, and donor stewardship receptions.
• Build and manage event registration pages, update the internal office calendars with pertinent event information, track attendance, and ensure seamless data integration for post-event analysis and alumni engagement tracking.
• Prepare Development and Alumni Engagement staff for events by sharing event plans, adding pertinent event information to internal and external calendars, and assisting in building staffing and sharing schedules.
• Oversee all on-site event logistics, including vendor coordination, setup and breakdown, signage, registration, room reservations, catering, and A/V needs to ensure smooth execution.
• Collaborate with the team to develop printed materials needed for events.
• Maintain accurate event records, analyze engagement metrics, and provide post-event reports to assess impact and improve future planning efforts.
• Serve as a front-line liaison for alumni, donors, and volunteers, fostering relationships and ensuring a positive experience before, during, and after events.
• Travel for regional events, providing hands-on management and on-site support to ensure high-quality alumni experiences.

Other duties as assigned.

POSITION QUALIFICATIONS Competency Statement(s):

• Accountability - Ability to accept responsibility and account for his/her actions.
• Accuracy - Ability to perform work accurately and thoroughly.
• Adaptability - Ability to adapt to change in the workplace.
• Communication, Oral - Ability to communicate effectively with others using the spoken word.
• Communication, Written - Ability to communicate in writing clearly and concisely.
• Customer Oriented - Ability to take care of the customers’ needs while following company procedures.
• Diversity Oriented - Commitment to valuing a variety of different experiences, encouraging input and collaboration from campus stakeholders, including being mindful of experiences related, but not limited to: age, gender, race, ethnicity, religion, socio-economic status, LGBTQ, and/or job type.
• Interpersonal - Ability to get along well with a variety of personalities and individuals.
• Reliability - The trait of being dependable and trustworthy.
• Organized - Possessing the trait of being organized or following a systematic method of performing a task.
• Time Management - Ability to utilize the available time to organize and complete work within given deadlines.
• Working Under Pressure - Ability to complete assigned tasks under stressful situations.

SKILLS & ABILITIES Education: Bachelor’s Degree required.

Experience: Minimum of three (3) years of hands-on experience in event planning, alumni relations or a related field, preferably in higher education or nonprofit organizations.

Communication/Language: Intermediate: Ability to read and interpret documents. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

Math Ability: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

Computer Skills: Experience working with event management platforms, CRM systems, and Google Suite.

Other Requirements:

• Strong project management, organizational, and problem-solving skills.
• Excellent written and verbal communication abilities with a customer service mindset.
• Ability to work independently while collaborating within a team-oriented environment.
• Flexibility to work evenings, weekends, and travel for regional and on-campus events as needed.