Program & Events Manager, Shared Interest Groups

Overview

The Yale Alumni Association (YAA) is responsible for university-wide alumni relations and for events, programs, initiatives, and other opportunities to strengthen alumni relationships with Yale. Reporting to the Senior Director for Shared Interest Groups (SIGs), the Program & Events Manager fosters alumni engagement by planning and implementing events and other programs for shared interest group audiences. Alumni SIGs are based on a shared identity, interest, or professional area.

Provide program management support for Shared Interest Group signature events and initiatives, such as the Summer Sendoff event series, and for selected events sponsored by individual Shared Interest Groups. In collaboration with SIG team staff and alumni volunteer leaders, oversee event planning including managing event registration, programmatic content, and event logistics such as catering, venues, and security. Coordinate with YAA Marketing & Communications team to create and implement integrated marketing plans for events and programs to maximize visibility and engagement. Monitor budgets and supervise procurement and other finances as needed. May include travel and onsite staffing of off-campus events. Serve as a consultant on event and program planning for volunteer leaders of shared interest groups, including advising on event logistics, marketing, and budget planning. Create event templates and other tools to assist volunteers in planning their own events, including ensuring such events are marketed appropriately via YAA communications channels. Provide guidance on use of YAA-provided tools for volunteers, such as event registration and broadcast email platforms. Oversee all SIG-related data requirements, including meeting YAA targets for coding volunteers in Yale’s alumni database and tracking event attendance. Monitor and update YAA dashboards for staff activities and email communications. Create and implement strategies for SIG membership recruitment and identification of prospects for open alumni leadership positions. Manage SIG membership lists and share with volunteers with appropriate guidance on Yale’s data use policies. Collaborate with YAA Marketing and Communications on overall SIG branding and visual guidelines for individual shared interest groups. Using tools such as Canva or in collaboration with approved graphic designers, draft digital and print assets for SIG programs for review by M&C and SIG staff leadership. Serve as back-up resource for SIG volunteer leaders when their primary staff liaison is not available. May manage a small portfolio of shared interest groups, including volunteer management, strategic guidance, and other support. May perform other duties, including staffing alumni association programs, like the YAA Assembly and Yale College Reunions. Travel, evenings, and weekends required.

Principal Responsibilities

1. Oversees the advancement and growth of the program. Gives direction and leadership supporting the philosophy, mission, strategy, and annual goals and objectives. Assumes primary accountability for disseminating and publishing all program information to create public awareness and support of the program.
2. Works closely with leadership, internal and external colleagues, and community residents to further develop and implement strategic plans.
3. Identifies, solicits, and cultivates community partnerships and collaborations to assist in the development and growth of the program. Develops the metrics to identify and measure the success of the program. Responsible for measurements of grant success and related evaluation.
4. Assists in identifying and evaluating potential future funding sources, and contributes to the submission of grants and contracts supporting the program, including the annual submission and writing of all content areas and budgetary sections of grant applications. Develops and manages the program’s operating budget.
5. Develops the administrative infrastructure of the program. Manages human resource and administrative functions of the program, including staffing and hiring, supervision, performance development, counseling and discipline, if warranted. Oversees and manages information systems, facilities, and space needs.
6. Investigates, identifies, implements, and oversees the maintenance of systems to gather, track, and report information to support the initiatives of the program. Tracks all program activities and regularly informs leadership of progress on each initiative. Recommends structural or programmatic adjustments, changes or additions based on full knowledge of missions, goals, and objectives.
7. Initiates, designs, and manages the compilation of program communications; identifying outreach potential, and promoting philanthropic and collaborative support of the program. Contributes to the development and assists in the management of content on the program’s website and monitors all changes and additions to the editorial content.
8. May perform other duties as assigned.

Required Skills and Abilities

1. Demonstrated ability to innovate and to manage projects from conception to completion with exceptional attention to detail. Sound judgment regarding need for consultation vs. independent decision-making. Ability to serve as the key decision maker while meeting the needs of multiple stakeholders.
2. Demonstrated ability in both live and virtual event planning, program development, and logistics, and ability to prioritize and meet multiple, competing responsibilities. Willingness to assume responsibility for all aspects of specific programs, including travel and irregular hours.
3. Excellent interpersonal skills. Ability to build productive relationships with staff and volunteers to contribute to YAA’s mission. Ability to keep priorities aligned while maintaining professionalism and a sense of humor. Commitment to an inclusive workplace.
4. Outstanding verbal and written communications skills. Ability to work with sensitive information and maintain strict confidentiality.
5. Demonstrated flexibility and agility in responding to changing demands and priorities in a fast-paced and changing environment. Facility with technology and willingness and ability to learn new systems.

Preferred Skills and Abilities

Experience in alumni relations, event planning, project management, nonprofit organizations, or related fields. Experience working with volunteers in a nonprofit or higher education setting. Knowledge of the University and its academic programs.

Required Education and Experience

Bachelor's degree in a related field and four years of related experience or an equivalent combination of education and experience.