What are the responsibilities and job description for the Assistant Director, OSUAA Events position at Oregon State University Foundation?
Description
Reporting to the Director II, Academic Enrichment & Alumni Travel, the Assistant Director works with colleagues to plan and execute highly engaging and impactful in-person, virtual and hybrid events, to advance our goals for engaging alumni and friends of the university and stewarding and cultivating donors.
Work Location
This position will be based at the alumni center in Corvallis, Oregon. Position will require work outside normal business hours for support of events.
Key Partners
Beyond OSUAA colleagues, this position requires collaboration with the following groups:
Plan, coordinate, and execute events, including preparing creative briefs and event agendas, determining programming and themes, and managing onsite and online logistics.
Lead event planning meetings and creative brainstorming sessions with program leaders.
In collaboration with colleagues, develop marketing and communications strategies to ensure attendance goals are met. Additionally, ensure post-event follow-up is completed, feedback is compiled, and engagement and participation metrics are tracked.
Identify, interview, and select appropriate vendors for transportation, lodging, catering, venues, entertainment, photography, technology, and other services.
Establish and maintain effective working relationships with suppliers. Negotiate contracts with vendors, as necessary.
Oversee pre-event arrangements, day-of set up, and on-site and online event supervision of vendors and speakers.
Provide on-site events and/or technology support to members of the events and/or program team for large and/or partner events.
Record event expenses and track expenses against budget. Work with lead program director to provide estimates and final costs.
Process invoices and ensure timely payment.
Lead event debriefs and record recommendations for future improvements.
Set up and maintain event files within established project management system to ensure tracking and coordination within the Marketing and Communications department.
Share ideas and implement changes for streamlining processes and developing quality events.
Proactively explore best practices for event planning and engaging programming.
Perform other duties as assigned.
Required Knowledge, Skills And Abilities
Comprehensive knowledge or understanding of:
Bachelor’s degree and three years of experience planning events in a professional setting including webinars and other digital experiences. Must possess a valid Oregon Driver’s License or acquire one upon hire as this position will be expected to travel to off-site events during evenings and weekends, including OSU football games, with occasional overnight and out-of-state travel.
Core Values
The OSU Foundation strives to be one of the best places to work in the country. We know that the success of the Foundation depends, in large part, on the people who carry out our mission. It’s what we do -and how we do it- that makes the difference. The Foundation’s core values reflect our approach to work and to each other, and we are committed to conduct consistent with these values:
collaborative
Reporting to the Director II, Academic Enrichment & Alumni Travel, the Assistant Director works with colleagues to plan and execute highly engaging and impactful in-person, virtual and hybrid events, to advance our goals for engaging alumni and friends of the university and stewarding and cultivating donors.
Work Location
This position will be based at the alumni center in Corvallis, Oregon. Position will require work outside normal business hours for support of events.
Key Partners
Beyond OSUAA colleagues, this position requires collaboration with the following groups:
- Vendors including caterers, A/V technicians, venue managers, etc.
- Event coordinators throughout the OSU Foundation.
- University event planning colleagues and other university partners.
- Create events, both in-person and virtual, that advance the OSU brand and engage alumni and donors in creative and energetic new ways, as measured by post-event surveys and other applicable metrics
- Partner with alumni engagement directors, development leaders, and marketing and communications colleagues to achieve attendance goals for all events
- Execute exceptional events, both in-person and virtual, where guests have memorable experiences that leave them eager for further engagement with the university
Plan, coordinate, and execute events, including preparing creative briefs and event agendas, determining programming and themes, and managing onsite and online logistics.
Lead event planning meetings and creative brainstorming sessions with program leaders.
In collaboration with colleagues, develop marketing and communications strategies to ensure attendance goals are met. Additionally, ensure post-event follow-up is completed, feedback is compiled, and engagement and participation metrics are tracked.
Identify, interview, and select appropriate vendors for transportation, lodging, catering, venues, entertainment, photography, technology, and other services.
Establish and maintain effective working relationships with suppliers. Negotiate contracts with vendors, as necessary.
Oversee pre-event arrangements, day-of set up, and on-site and online event supervision of vendors and speakers.
Provide on-site events and/or technology support to members of the events and/or program team for large and/or partner events.
Record event expenses and track expenses against budget. Work with lead program director to provide estimates and final costs.
Process invoices and ensure timely payment.
Lead event debriefs and record recommendations for future improvements.
Set up and maintain event files within established project management system to ensure tracking and coordination within the Marketing and Communications department.
Share ideas and implement changes for streamlining processes and developing quality events.
Proactively explore best practices for event planning and engaging programming.
Perform other duties as assigned.
Required Knowledge, Skills And Abilities
Comprehensive knowledge or understanding of:
- Principles and practices of event planning
- Event-specific contracts (digital production, caterers, florists, hotel and banquet space)
- Exceptional customer service
- Software platforms for virtual events (Zoom webinars, for example) as well as MS Word, Excel, PowerPoint, database and project tracking/management programs
- Delivering exceptional events, both in-person and virtual
- Creating engaging experiences for diverse audiences
- Developing creative events that deliver agreed upon messages and themes
- Managing multiple tasks while meeting deadlines and maintaining a customer-first attitude
- Collaborating with internal and external partners on complex projects
- Composing business correspondence, including vendor contracts
- Problem solving and managing difficult situations
- Be aware of, control, and express one's emotions appropriately, and handle interpersonal relationships maturely, thoughtfully and empathetically, including the ability to work with individuals from diverse backgrounds
- Work within given budget parameters
- Stay current with industry trends and best practices, particularly technology trends for delivering and managing events and engaging audiences
- Work in a high-paced deadline-driven environment
Bachelor’s degree and three years of experience planning events in a professional setting including webinars and other digital experiences. Must possess a valid Oregon Driver’s License or acquire one upon hire as this position will be expected to travel to off-site events during evenings and weekends, including OSU football games, with occasional overnight and out-of-state travel.
Core Values
The OSU Foundation strives to be one of the best places to work in the country. We know that the success of the Foundation depends, in large part, on the people who carry out our mission. It’s what we do -and how we do it- that makes the difference. The Foundation’s core values reflect our approach to work and to each other, and we are committed to conduct consistent with these values:
collaborative
- inclusive
- responsible
- respectful
- innovative
