Alumni Events Manager - DePauw : Job Details

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.

Physical Demands Lift/Carry Stand F (Frequently) Walk F (Frequently) Sit F (Frequently) Handling / Fingering F (Frequently) Reach Outward O (Occasionally) Reach Above Shoulder O (Occasionally) Climb O (Occasionally) Crawl O (Occasionally) Squat or Kneel O (Occasionally) Bend O (Occasionally) Speak F (Frequently) 10 lbs or less F (Frequently) 11-20 lbs O (Occasionally) 21-50 lbs O (Occasionally) 51-100 lbs N (Not Applicable) Over 100 lbs N (Not Applicable) Push/Pull 12 lbs or less F (Frequently) 13-25 lbs O (Occasionally) 26-40 lbs O (Occasionally) 41-100 lbs N (Not Applicable) N (Not Applicable) Activity is not applicable to this occupation. O (Occasionally) Occupation requires this activity up to 33% of the time (0 - 2.5+ hrs/day) F (Frequently) Occupation requires this activity from 33% - 66% of the time (2.5 - 5.5+ hrs/day) C (Constantly) Occupation requires this activity more than 66% of the time (5.5+ hrs/day) Other Physical Requirements • Vision (Near, Distance, Peripheral, Depth Perception) • Hearing (Auditory perception, or audition) WORK ENVIRONMENT Normal office environment. We are proud to recognize the active participation of faculty and staff in adding to the heritage of building and supporting vibrant, intellectual and creative lives for students and for ourselves. Principles of collaboration, respect for each other, diversity, freedom of expression, accountability and service guide the daily decisions and interactions across campus. DePauw University, in affirmation of its commitment to excellence, endeavors to provide equal opportunity for all individuals in its hiring, promotion, compensation and admission procedures. Institutional decisions regarding hiring, promotion, compensation and admission will be based upon a person's qualifications and/or performance without regard to race, color, creed, religion, national origin, sexual orientation, disability, age, gender, gender identity or gender expression, except where religion, gender, or national origin is a bona fide occupational qualification. DePauw University's goals and commitments are best served if the institution reflects the diversity of our society; hence, DePauw seeks diversity in all areas and levels of employment and abides by all local, state, and federal regulations concerning equal employment opportunities. The University admits, hires and promotes individuals upon their qualities and merits. Employee Benefits Overview There are many benefits offered to DePauw Employees. For full time benefits eligible employees these benefits include medical, dental and vision insurance. Basic Life insurance, Accidental Death & Dismemberment (AD&D) and Long Term Disability are paid for by DePauw University. Full time employees may elect to purchase additional voluntary life insurance for themselves and their dependents. Additional voluntary benefits, Tuition Remission and Exchange, as well as Relocation Allowance are also employee benefits. See the Benefits Hub. All employees may participate in the retirement savings plan, as well as employee discounts and access to University resources. At DePauw, we recognize that our employees need to balance work and home. Please refer to University Policies for Vacation Time, Personal Time (hourly) and Sick Time policies in the Employee Handbook for more information on these and other benefits. When you need support, the Cigna Employee Assistance benefit is available to all employees and their households. ENJOY ACCESS TO THE AMAZING FACILITIES AND PROGRAMS DEPAUW UNIVERSITY HAS TO OFFER, SUCH AS:

• Welch Fitness Center and wellness classes
• Indoor Tennis and Track Center
• University Libraries
• Peeler art galleries
• Green Center for the Performing Arts events and programs
• Ubben lecture series
• Free athletic events
• Bookstore and Starbucks (Greencastle) discounts
• Employee discounted meal plan
• Free parking
• Nature park, including walking and biking trails
• Personal duplicating and printing discounts

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