"Reunion Programs & Events Manager, Law School AED"

Overview

The Reunion Programs & Events Manager for Alumni Engagement & Development (AED) will support Yale Law School’s Reunion Program and oversee Yale Law School’s alumni and donor events and programming.

Reporting to the Associate Director of Alumni Engagement, this position works closely with teams across the Law School and University to develop and implement a strategic and comprehensive plan for alumni engagement and development events. In addition, this position serves as reunion programs manager and will oversee reunion programming and work directly with our reunion committees.

Primary Duties and Responsibilities Include:

1. Lead planning of all events managed by the office of Alumni Engagement & Development.
2. Manage all event logistics, vendor selection and management, and day-of-event management.
3. Assist in managing all aspects of the Law School’s 5 year-cycle reunion, which encompasses 50+ annual events in October, bringing back approximately 1,500 alumni and guests to campus.
4. Together with the Associate Director of Alumni Engagement, serve as a point of contact to Reunion Committees celebrating their quintennial reunion.
5. Includes communications with 24 reunion committees, and over 200 volunteers spanning two calendar years of Reunions.
6. Work with the Director of Yale Law School Fund and the Associate Director of Alumni Engagement to create materials for reunion committee meetings.
7. Identify, plan, and develop administrative policies for the unit, related to Development and Alumni Engagement-sponsored events.
8. Develop and manage detailed budgets for all events in cooperation with the Associate Director of Alumni Engagement.
9. Ensure all event vendors are entered into Yale procurement systems and invoices are paid promptly.
10. Create staffing plans for events in collaboration with the Associate Director Alumni Engagement.
11. Collaborate with other members of the Alumni Engagement & Development team to ensure that all event attendees are recorded in the University’s Blackbaud CRM, Hopper.
12. Manage the debrief process after each event and ensure timely documentation of feedback.
13. Collaborate with senior administrative assistants to ensure timely project completion.
14. Gain a working knowledge of the university policies and federal regulations to assist with Alumni Engagement’s compliance. Assist in recruiting and managing student volunteers for New Haven events.
15. May perform other duties as assigned, weekends required: occasionally. Nights/Evenings required: occasionally, travel: occasionally for domestic events.

Required Skills & Abilities:

1. Demonstrated experience in event planning and project management. Advanced knowledge of current best practices in event planning, including design, organization and production of both small and complex events.
2. Ability to conceptualize large events with multiple components and to handle multiple responsibilities simultaneously. Ability to visualize user experience, anticipate and resolve potential issues in advance. Excellent organizational and project management skills.
3. Strong interpersonal skills, including excellent verbal and written communication skills. Ability to represent the Law School appropriately in dealing with prominent guests, vendors, and faculty. Proven customer service orientation and problem-solving skills. Willingness to assume responsibility for all aspects of specific programs, including domestic travel and irregular hours.
4. Demonstrated being self-motivated; proven ability to work both collaboratively as well as independently, prioritizing competing workloads.
5. Excellent computer/technical skills, including familiarity with databases and event registration software. Ability to learn new technologies quickly. Ability to understand how event software works and explore the ways to maximize its use for our office.

Preferred Education, Experience and Skills:

Bachelor’s degree in a related field and five years of experience in event and special occasion management and interaction with a diverse group of individuals, or a combination of education/experience. Experience in higher education, nonprofits, alumni relations or related field. Experience with CVENT, integrating Zoom, and/or livestreaming into events, or similar platforms. Familiarity with systems such as CRM databases and online engagement platforms. Knowledge of Yale Law School & its programs. Experience in volunteer engagement and management.

Principal Responsibilities

1. Design and manage special events, performances, symposia, conferences, and exhibitions that create an optimal client and event attendee experience. Develop strategies to integrate events into the overall educational work of the units as necessary.
2. Manage and coordinate the activities of events teams. Develop and provide instruction and floor plans for external event set-up.
3. Manage delivery of services for events, working closely with Yale internal and external service providers; including, but not limited to Yale Catering, Media Services, Custodial Services, Security, YPPS and Campus Police, as well as those provided by hotels, caterers, and other community service providers. Balance competing priorities to meet all program requirements in a timely manner and deliver quality results.
4. Develop budgets, provide oversight of the expenditures, monitor and update program budgets as plans develop. Create final forecasts, reconcile budgets to ensure all charges are accounted for, accurate, and explained properly.
5. Identify opportunities to improve event-related workflow, software and other tools, and recommend enhancements.
6. May develop press releases and marketing plans to enhance visibility and participation. Collect and provide content for all related printed programs and websites.
7. Negotiate contracts/letters of agreement for all activities, and ensure that all contract details are properly carried out.
8. May perform other duties as assigned.

Required Education and Experience

Bachelor’s degree in a related and three years of related experience or an equivalent combination of education and experience.