Events And Programs Specialist

Description

The department of Alumni Relations at West Virginia University is currently accepting applications for an Events and Programs Specialist.

About the Opportunity

Reporting to the Vice President of Alumni Relations, the Events and Programs Specialist is an event and program planner, experience builder and teammate at the West Virginia University Alumni Association. This person leads the development and execution of events and programs for 200,000 living alumni. The goal of this position is to create memorable and successful experiences to help increase alumni engagement, drive Alumni Association membership, and support.

We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:

• 
  
• 37.5-hour work week
  
• 13 paid holidays (staff holiday calendar)
  
• 24 annual leave (vacation) days per year or more based on years of service (employee leave)
  
• 18 sick days per year (for when you‘re ill, for when you need time to care for sick family, for your own, or your family‘s, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
  
• WVU offers a range of health insurance and other benefits.
  
• 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ‘s.
  
• Wellness programs
  

What You‘ll Do

• 
  
• Develop, plan and execute events for the WVU Alumni Association (Hail West Virginia, Maraduke Dent Benefit, Homecoming, Alumni Leaders Institute, Graduate Emeritus, etc.).
  
• Organize and coordinate all events for Alumni Association members as part of their benefits.
  
• Provide logistical information to internal and external guests and other administrators concerning all events hosted by the Alumni Association.
  
• Coordinate, plan, and execute logistical event and program details, which will include scheduling reservations for event space, food and beverage, transportation, interactive and experiential moments, photography, entertainment, and audio/visual equipment, among others.
  
• Negotiate with vendors for services related to assigned events and programs, monitoring services to ensure contract details are fulfilled.
  
• Provide on-site stage management of the events, including leading the work of event staff before, during and after events.
  
• Monitor event and program planning, following established timelines to ensure all event details are completed within the parameters of the timeline to ensure all deadlines are met.
  
• Communicate verbally, electronically and through written correspondence with various audiences, including sponsors, regarding the planning and management of event and program details to ensure the flawless execution of tasks.
  
• Work with University Relations - and other internal University teams - to ensure events and programs are planned, strategized and executed effectively in a timely fashion.
  
• Maintain detailed records of event information, activities, and schedules by entering event information in the event management system.
  
• Maintain budget expenditures and records for each function/event, ensuring invoices are received and close out the event when all information is entered and the associated bills paid.
  
• Supervise support activities by student workers and volunteers and provide accurate information and communication to these groups.
  
• With an approved budget in mind, develop proposals with a clear goal, expected outcome and plan for execution for approval.
  
• Develop and assist in the execution of follow-up communication and marketing with each event and program.
  
• Create consistent reporting from each event/experience through surveys or other research methods.
  
• Support chapter event planning as assigned.
  
• Support others to execute projects/campaigns/events/experiences as necessary.
  
• Provide general on-site assistance, customer service, and leadership at various events throughout the year.
  
• Provides support as assigned to other engagement initiatives.
  

Qualifications

• 
  
• Bachelor‘s degree in related field.
  
• A minimum of two (2) years of relevant experience.
  
• Demonstrated excellence and understanding of event/experience concepts, principles, execution, and customer service, including event design, organization and production.
  
• Demonstrated excellence in creating strategic proposals and follow-up for unique event/experiences with various audiences in mind.
  
• Proven organizational and project management skills to work successfully with clients to produce high-quality events that meet needs.
  
• Demonstrated excellence in creating memorable, well-organized events/experiences with strong attention to detail.
  
• Demonstrated experience in events and experience trends, with demonstrated ability to analyze those trends and create strategic plans accordingly.
  
• Familiarity with, and the ability to become an expert on, University‘s branding guidelines.
  
• Skill and experience0 in identifying the correct elements of an event/experience, the appropriate audience, the method and timing of strategic communication and marketing.
  
• Knowledge of crowd management, crowd safety protocols, security, and emergency procedures related to small, medium, and large-scale gatherings.
  
• The ability to work collaboratively as part of a larger team, both as a project leader or team member, depending on the particular assignment.
  
• Skill in identifying and relating to contemporary issues in light of accomplishments by University faculty and research entities.
  
• Demonstrated skill in analyzing situations and providing sound professional judgment on problems dealing with event planning and marketing.
  
• Experience maintaining a high standard of productivity within a broad scope of responsibility despite frequent interruptions. Ability to complete large volume of diverse tasks efficiently, meeting established deadlines.
  
• Skill in effectively meeting budget and time constraints. Ability to work on several tasks simultaneously. Skill at responding effectively to priorities and setting deadlines.
  
• Demonstrated ability to deal with sensitive and sometimes confidential issues appropriately, and work as a team in a crisis; skill in establishing and maintaining cooperative working relationships.
  
• Demonstrated general knowledge of electronic, print, interpersonal and marketing communications in service to complex organizations.
  
• Skill in organizing tasks, documents and materials with efficiency and accuracy.
  
• Ability to meet multiple deadlines and manage priorities and projects effectively.
  
• Ability to work under continuous time constraints and deadlines.
  
• Ability to work outside the traditional workweek when needed.
  
• Ability to investigate and analyze information and draw conclusions.
  
• Ability to effectively communicate with University personnel and the public.
  
• Ability to advise and guide other communicators in fulfilling their responsibilities in a collegial and supportive manner; demonstrated commitment to principles of community and diversity.
  
• Ability to operate the necessary computer, software, web-based and other high tech, emerging equipment, and perform various communications duties using a broad range of web and publishing programs (content management systems, media monitoring distribution systems, archival programs).
  
• Knowledge of a broad range of academic and institutional issues related to a major research University environment.
  

About WVU

At West Virginia University, we leverage our talents and resources to create a better future for our state and the world. As West Virginia‘s land-grant university, WVU has three campuses that touch each corner of the state. The WVU System includes 518 buildings on 15,880 acres, Extension Service offices in all 55 counties, ten experimental farms and four forests.

From the groundbreaking R1 research of our flagship campus in Morgantown to the career-oriented programs of WVU Potomac State in Keyser to the technology-intensive programs at WVU Tech in Beckley - the contributions of WVU employees directly impact the 1.8 million people of West Virginia every day, no matter their role or position.

Service, curiosity, respect, accountability, and appreciation are the core values that unite Mountaineers, inspiring one another to work tirelessly and support others as they seek to reach new heights. After all, when you‘re a Mountaineer, impossible is just another mountain to climb.

Creating an inclusive, engaged, and dynamic learning environment is core to WVU‘s academic mission. We welcome candidates who can contribute a range of ideas, approaches and experiences.

West Virginia University is proud to be an Equal Opportunity employer and is the recipient of an NSF ADVANCE award for gender equity. The University values diversity among its faculty, staff, and students, and invites applications from all qualified applicants regardless of race, ethnicity, color, religion, gender identity, sexual orientation, age, nationality, genetics, disability, or Veteran status.

Job Posting: Oct 18, 2024Posting Classification: Non-ClassifiedExemption Status: ExemptBenefits Eligible: YesSchedule: Full-time

---