What are the responsibilities and job description for the Assistant Director for Special Events and Administrative Support - Immaculata University position at Immaculata University?
Role Overview:
The Assistant Director for Special Events and Administrative Support reports to the Director of Alumni Relations and the Immaculata Fund. This position works in partnership with members of the Institutional Advancement team (IA) to implement and support an annual schedule of on and off campus events and support the administrative functions of IA. This position requires a dynamic, organized individual with strong event coordination and administrative skills, who can manage multiple tasks and work closely with a team. It's an excellent opportunity for someone looking to contribute to a university's development efforts, especially in the areas of alumni relations and fundraising.
Key Responsibilities:
- Special Event Management:
- Event Planning and Coordination: Oversee and support 50 events annually (on and off-campus) for Institutional Advancement (IA), ensuring all events align with the university's mission and focus on donor stewardship.
- Fundraising Events: Support key fundraising events such as Charter Day of Giving, Lanterns of Love, and Golf Invitational, ensuring smooth execution from planning to follow-up.
- Logistics and Coordination: Handle event details such as venue selection, catering, AV, entertainment, seating, and more. Ensure each event has clear agendas and timelines.
- Event Budgets: Manage and track event budgets for fiscal responsibility.
- Vendor Management: Coordinate with vendors, manage event registration, and ensure a smooth event experience.
- Evening/Weekend Support: Be available for events that occur outside of standard office hours.
- Other duties as assigned.
- Administrative Support:
- General Office Functions: Provide administrative support to the Vice President of Institutional Advancement.
- Donor Program Support: Oversee donor tribute programs, update plaques, and manage donor communications.
- Database Management: Utilize Raiser's Edge for event registration, managing RSVPs, tracking attendance, and maintaining accurate donor and alumni data.
- Mailing Coordination: Prepare and process mailing lists and personalized mailings.
- Financial Management: Process check requests, invoices, and expense reports.
- Obituary Processing: Review obituaries for alumni and update records as necessary.
Immaculata University is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.
Job Requirements:
Minimum Requirements:
- A bachelor's degree in Fundraising, Event Management, Marketing, or related field.
- A minimum of three years of event management experience, and administrative responsibilities, preferably in higher education.
- Ability to work in event management and financial software, preferably Visio, EMS, Excel, Word.
- Working knowledge of databases and fundraising software, Raiser's Edge is a plus.
- Detail-Oriented: Strong organizational skills, attention to detail, and ability to manage multiple tasks.
- Communication Skills: Strong verbal and written communication skills to interact with staff, donors, and vendors.
- Fiscal Responsibility: Ability to manage budgets effectively.
- Flexibility: Ability to work evenings and weekends as needed for events.
Additional Information:
Special Requirements
Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.
