What are the responsibilities and job description for the Assistant Director, Advancement Events position at Rutgers?
The Assistant Director of Advancement Events, reporting to the Associate Director, is an integral member of the Advancement Events Team and will provide leadership and support in the planning and execution of events that engage, cultivate, and steward Rutgers prospects and alumni. The Assistant Director will work collaboratively with members of the Rutgers University Foundation and Rutgers University Alumni Association staff to create and strategize unique and diverse programming. This position will be a direct liaison to several assigned departments and assist with policy and procedure implantation for the Advancement Events team. They will provide input on the annual calendar of events to help maximize potential impact for the Rutgers community and will participate in discussions about strategies, opportunities, potential conflicts, and other issues related to the successful production of events.
Essential Functions
- Manage all logistical elements on a portfolio of virtual and in-person events (approximately 2-4 events per month) including but not limited to, registration / RSVPs, working with communications / marketing, catering / floral / AV / dcor, briefing preparation, budgeting, virtual platform set-up / testing, staffing, etc.
- Collaborate with team members to develop and maintain highly professional standards and procedures for production of events
- Work with leadership on strategic event planning each fiscal year
- Assist Associate Director on content / programming of high-level signature alumni, donor, and Presidential events and think creatively when proposing event plans
- Prepare post-event analysis using final attendance data, budgets, event surveys, and marketing statistics
- Serve as a liaison between advancement events and assigned departments, establish regular meetings, strategize on upcoming events for assigned departments
- Assist the Senior Director and Associate Director on special projects such as event proposals, event calendar management, event toolkit creation, etc.
- Provide live virtual assistance for events utilizing various platforms such as zoom meeting, zoom webinar and StreamYard
- Provide on-site management / support for the execution of events, which can include heavy lifting, long periods of standing, and other strenuous physical activity as well as work on evenings and weekends. Occasional travel will be required
- Other duties as assigned
Competency Aptitudes
Leadership
Autonomy
Complexity
Strategy
Education and / or Experience
Bachelor's degree and 2-4 years of experience with events, project management, high level scheduling / administrative support, development assistance (or comparable experience) in a not-for- profit, educational, retail, or corporate setting.
Working Conditions
This position requires clarity of focus while juggling complex projects or deadlines with little physical effort. Will work evenings, weekends, or odd hours to meet resource-raising commitments. Typical working conditions with an absence of disagreeable elements. This position requires some early mornings and late evenings to accommodate meetings, travel, events, and external constituents' schedules.
Workplace Arrangements
This is classified as an office-centric hybrid position. Colleagues working under an office-centric hybrid arrangement have a primary workstation in a university or foundation location and are in the office between one and five days a week. The frequency with which they are present in the office depends on their role and function and the interdependency of other functions.
Benefits
Equal Employment Opportunity
It is Foundation policy to provide equal employment opportunity to all its employees and applicants. The Foundation prohibits discrimination against any employee or applicant for employment because of race, color, religion, creed, age, sex, national origin, ancestry, marital status, familial status, disability, sexual orientation, gender identity, gender expression, veteran status, genetic information, and any other characteristics protected by applicable state, federal and / or local laws. Equal employment opportunity applies to hiring, placement, transfer, promotion, demotion, recruitment, advertising or solicitation for employment, treatment during employment, rates of pay or other forms of compensation, selection for training, layoff, or termination.
