"Reunion and Events Coordinator"

Position Overview

This position is a full-time member of the Alumni Relations staff, responsible for alumni relations, event management, and support of the overall mission of the office to connect alumni with each other and the College and to encourage and support useful and active stewardship of all alumni. The staff member is responsible for managing all aspects of the production of Reunion weekend, managing relationships with vendors and key campus partners, and providing management for the expenses of Reunion.

Compensation

The expected starting hourly range for this position is between $25.00 and $25.85. Actual pay will be adjusted based on job-related factors permitted by law, such as experience and training; licensure and certifications; market factors; departmental budgets; and responsibility.

Essential Job Functions/Responsibilities

• Manage the execution of the annual Reunion event. Manage programs planned by alumni volunteers and Alumni Relations staff class liaisons.
• Request and review contracts and effectively manage relations with key vendors, Dining Services, Facilities, Residential Life, Security, Risk Management, and other campus departments.
• Evaluate and analyze facility usage, work with program staff to assess program needs, and make determinations on the most effective use of space. Coordinate production of weekend event setups, addressing space, sound, technology, and other needs.
• Develop, document, and manage Reunion processes, ensuring that staff (both student and professional) and other resources are utilized efficiently.
• Manage event planning and logistics in the campus event system.
• Responsible for managing vendor contracts and business office payments.
• In consultation with the Assistant Director, determine appropriate allocation of the Reunion budget and negotiate competitive contracts for services and equipment.
• Coordinate and execute alumni events for Homecoming.
• Coordinate and facilitate other alumni events on campus.
• Assist with planning and support for off-campus alumni events.
• Collaborate with ARO and AAF team in the production of volunteer training events.

Supervision Received and Exercised

The Reunion and Events Manager reports to the Assistant Director of Alumni Relations.

Education/Experience/Skills

Required:

• Bachelor’s degree
• 1-3 years of event planning and management experience
• Demonstrated ability to work collaboratively.
• Excellent communication, interpersonal, and writing skills
• Proven project management skills and ability to manage multiple priorities and complex projects in a team-oriented environment, while maintaining attention to detail.
• Ability to maintain confidentiality and demonstrate good judgment and sensitivity to diverse constituencies
• Strong spatial reasoning and visual literacy skills.
• Commitment to work across the entire academic community and collaborate with the External Relations team.
• Appreciation of the importance of the College’s relationship with its internal and external constituencies. Proven ability to partner with many internal and external partners to assure the successful execution of projects.

Preferred:

• Knowledge of and experience with diverse constituents in a higher education setting is important, as are initiative and imagination.

Physical Requirements

Must have the ability to understand and follow written and oral work instructions, operations, safety procedures, and hazardous labels.

Note: This position description is not intended to be all-inclusive. Employees may perform other related duties to meet the ongoing needs of the organization.

Review of applications begins immediately and continues until the hire is complete. We accept only online applications.

Carleton College is an AA/EEO Employer: We are committed to developing our staff to better reflect the diversity of our student body and American society. Members of underrepresented groups are strongly encouraged to apply.

Non-Exempt: Carleton also offers a robust suite of benefits including: A generous 403(b) retirement plan with a 10% employer contribution and 2% employee contribution. Medical, dental, vision, life and disability insurance. Paid time-off, including 15 vacation days, 8 paid holidays, 3 floating holidays, 2 weather days, and extra days at the end of the calendar year to make a continuous week off before New Year’s. Employee Assistance Program (EAP) for all employees. A dependent tuition program after six years of service.

Founded in 1866, Carleton College is a private, coeducational liberal arts college of roughly 2,000 students located in the historic river town of Northfield, Minnesota. Carleton College occupies more than 1,000 scenic acres of campus, arboretum, over 100 campus buildings, and athletic fields. Located 40 miles south of Minneapolis and St. Paul, Carleton offers access to the cultural advantages of a major metropolitan area.