Alumni Event Coordinator Jobs (NOW HIRING)

TITLE

Manager of Advancement and Alumni Events

JOB SUMMARY 

The Manager of Advancement and Alumni Events is responsible for the planning, implementation, coordination, and execution of Advancement and Alumni events for Texas Woman's University and the TWU Foundation. Responsibilities include venue selection, event logistics, vendor coordination, budget development and tracking, event communications, and on-site event management for a wide variety of donor, alumni, stewardship, leadership, and university events. This position serves as a key project management and operations partner within Advancement and Alumni Events and University Advancement and is responsible for coordinating event timelines and collaborative processes utilizing project management systems such as Asana. The position also supports event registration, engagement communications, RSVP tracking, and constituent interaction efforts through platforms such as Almabase. The position collaborates with Advancement staff, campus partners, vendors, volunteers, donors, alumni, and university leadership across multiple campuses to ensure successful event execution and a high level of customer service and stewardship. Work is performed under general supervision and performance is based upon completion of assignments and results obtained. The performance evaluation is conducted through the performance evaluation system and in accordance with the University Policies & Procedures.

ORGANIZATIONAL RELATIONSHIPS

Reports to:      Senior Director of Advancement and Alumni Events

Supervises:     May supervise student workers and temporary staff as appropriate

ESSENTIAL DUTIES - May include, but not limited to the following:

• Plans, coordinates, and executes Advancement and Alumni events, including venue selection, logistics management, vendor coordination, catering, decor, audiovisual needs, timelines, and on-site event execution.

• Develops and manages detailed event project plans, timelines, and task tracking utilizing Asana to ensure effective collaboration and timely completion of projects across departments.

• Coordinates with internal stakeholders, vendors, volunteers, university departments, and external partners to support successful event planning and implementation.

• Assists with event communications, invitations, RSVP management, registration processes, attendee engagement, and reporting utilizing systems such as Almabase and other university-approved platforms.

• Coordinates with marketing and communications staff, photographers, social media coordinators, and other campus partners to support event promotion and visibility.

• Develops informational and promotional materials related to events and stewardship initiatives.

• Tracks and manages assigned event budgets, including revenue and expense oversight, reconciliation, and reporting.

• Coordinates procurement, payment processing, contracts, and vendor documentation for assigned events while ensuring compliance with university policies and procedures.

• Oversees submission and coordination of event-related work orders, facility requests, audiovisual requests, and other campus operational needs related to event execution.

• Prepares and reviews event-related materials, including agendas, scripts, briefing documents, run-of-show timelines, marketing outlines, signage, and event collateral.

• Supports donor, alumni, and stewardship events, including, but not limited to, the Dallas Leadership Luncheon, presidential and leadership events, alumni programs, donor recognition events, board meetings, and other special events as assigned.

• Maintains regular communication with the Senior Director of Advancement and Alumni Events regarding event progress, priorities, timelines, and project status updates.

• Assists with the development and documentation of event procedures, operational standards, and project management processes.

• Coordinates logistics and support materials for Advancement and Foundation meetings, committees, and special initiatives as assigned.

• Provides exceptional customer service and stewardship support through written, electronic, phone, and in-person communication with donors, alumni, volunteers, and campus partners.

• Assists with data tracking, reporting, and post-event assessment to evaluate effectiveness and identify opportunities for continuous improvement.

ADDITIONAL DUTIES

• Performs other duties as requested.

EDUCATION 

Bachelor's degree or equivalent of experience and education.

EXPERIENCE

Two years of experience in high-end event planning and execution, preferably in higher education.

REQUIREMENT

Regular and reliable attendance at the University during regular scheduled days and work hours is an essential function of this position.  

All employees share the responsibility of maintaining information security and privacy requirements within the university by adhering to Federal and State regulations, and TWU Policies & Procedures.

KNOWLEDGE, SKILLS, AND ABILITIES - The following are essential:

• Knowledge of advanced applications for complex data management systems for a higher education environment. Knowledge of Raiser's Edge products or other CRMs is not required but preferred.

• Knowledge of Microsoft Office.

• Ability to establish and maintain effective work relationships with students, faculty, staff, and the public.

• Ability to meet deadlines and handle multiple tasks simultaneously. Ability to provide attention to detail.

• Ability to organize work effectively, conceptualize and prioritize objectives, and exercise independent judgement based on an understanding of organizational policies and activities.

• Ability to integrate resources, policies, and information for the determination of procedures, solutions and other outcomes.

• Ability to communicate effectively; orally, by phone, in person, and in writing.

• Ability to represent the departments and university in a friendly, courteous, and professional manner.

• Ability to work a flexible schedule.

• Ability to use a personal computer and other office equipment, including related university software and email.

PHYSICAL DEMANDS

The physical demands described in the Essential Duties and below are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

The employee may be required to travel. The employee is required to work evenings and weekends as necessary.

WORK ENVIRONMENT

All employees are responsible for maintaining an environment that is free from discrimination, intimidation, harassment, including sexual harassment. Work is normally performed in a typical interior work environment. 

SAFETY

TWU promotes a safe working environment. Employees are responsible for completing assigned tasks safely and efficiently, and supervisors are responsible for creating and maintaining a safe work environment. Employees must report any unsafe work conditions or practices, as well as any near-miss incidents, to their supervisor and Risk Management. Supervisors and employees should ensure that injury/accident reports are submitted to the Office of Human Resources and Risk Management within 24 hours of the incident.

-------------------------------------------------------------------------------- 

Texas Woman's University, an AA/EEO employer, provides equal opportunity to all employees and applicants for employment and prohibits discrimination on the basis of race, color, national origin, religion, gender, age, disability, veteran status, sexual orientation, or any other legally protected category, class or characteristic. 

All offers of employment will be contingent on the candidate's ability to provide documents which establish proof of identity and eligibility to work in the United States. Positions at Texas Woman's University deemed security-sensitive require background checks and verification of all academic credentials. 

If you are a male between the age of 18 and 25, federal law requires that you must be registered with the U.S. Selective Service System, unless you meet certain exemptions under Selective Service law. Under HB 558, enacted by the 76th Texas State Legislature, if you are currently of the age and gender requiring registration with Selective Service, but knowingly and willfully fail to do so, you are ineligible for employment with an agency in any branch of Texas state government. For additional information regarding registration or status, you can contact the Selective Service System at 847-688-6888 or www.sss.gov.