ARCE Special Programs Associate Director

Rochester, NY

GENERAL PURPOSE:

The associate director, with minimal direction and with latitude for independent judgment, manages several important logistical operations and programs for Alumni Relations and Constituent Engagement, including Meliora Weekend, VIP Leadership Conference, and key signature programming for the department (EDI, regional, parent/family events). The associate director will work cooperatively with colleagues across the Alumni Relations and Constituent Engagement team to create and implement events that support the strategic priorities of the department and Advancement. This individual will work independently to create, implement, and follow-up on events including key signature events and programs. The associate director is responsible for insuring that all events meet the highest quality standards.

These events will take place in both Rochester (particularly at Meliora Weekend and Volunteers in Partnership Leadership Conference), cities across the country, and virtually. The person will have responsibility for all details of the event and for reporting their progress back to the director and program manager. There will be some informal supervision of support staff who will assist with the registration process and other event-related duties.

This position requires excellent leadership, organizational, customer service, and communication skills and the ability to work autonomously. The associate director must have good judgment, be results-oriented, can adjust to changing priorities and challenges in a busy environment. Must be able to work under pressure of deadlines; must be able to travel locally and nationally; weekend and evening work will be required.

RESPONSIBILITIES:

Meliora Weekend Event Management:

In collaboration with the Director of Alumni Relations and Constituent Relations, help manage and execute event logistics for the university-wide signature event Meliora Weekend that encompasses over 10,000 attendees and over 12,000 registrants.

Key responsibilities include:

  • Program development and registration management including database management and reporting as needed.

  • Assists in the strategic planning for all weekend activities with the Director and VP for ARCE.

  • Member of the Meliora Weekend Steering Committee and Meliora Weekend Vendor Committee.

  • Oversee and manage the Meliora Weekend Concierge Committee. Including oversight of accommodations, space reservations and lock/unlock schedule. Serving as key representative to on and off campus vendors.

  • Responsible for all concierge reports and maintenance of the SAAG (schedule at a glance) and Specs reports.

  • Program design, implementation, and management for specific Meliora Weekend activities, as assigned. Events may include dinners, campus-wide events, athletic events, parent events, EDI events, and/or VIP events.

  • Coordination of in-person staffing support and staffing events throughout weekend.

Volunteers in Partnership Event Management:

In collaboration with the Director of Alumni Relations and Constituent Relations, help manage and execute event logistics for the bi-annual Volunteers in Leadership Partnership Conference and Volunteers in Leadership Partnership regional events. These events will represent top priorities and key initiatives integral to the success of the volunteers’ program.

Key responsibilities include:

  • Program development and registration management including database management and reporting as needed.

  • Member of the Volunteers in Leadership Partnership Planning Committee.

  • Oversee and manager the Volunteers in Leadership Partnership Concierge Committee. Including oversight of accommodations, space reservations and lock/unlock schedule. Serving as key representative to on and off campus vendors.

  • Responsible for all concierge reports and maintenance of the SAAG (schedule at a glance) and Specs reports.

  • Program design, implementation, and management for specific activities, as assigned. Events may include dinners, learning sessions, EDI events, and/or VIP events.

  • Coordination of in-person staffing support and staffing events throughout weekend.

ARCE EDI Event Programming Support:

In collaboration with the Director of Alumni Relations and Constituent Relations and EDI Program, help manage and execute event logistics for high priority events for the EDI team. These events will represent top priorities and key initiatives integral to the success of EDI team’s strategic plan.

Key responsibilities include:

  • Program design and implementation. Working closely with various alumni relations staff, implement affinity/network events.

  • Researching and securing venues and vendors and maintaining knowledge of venues in varies cities.

  • Overseeing the productions of publications and related collateral materials and the coordination of mailing lists as well as managing the marketing for each event.

  • Developing and managing the program flow and involvement of speakers for each event. Writing briefings and interacting with key university leaders and volunteers to make sure all speakers are prepared.

  • Oversee event execution process including working with vendors, providing customer service to guests, coordinating staffing needs and staffing events when appropriate.

  • Includes both virtual and in-person event logistic support.

  • Travel based on need.

ARCE Regional Programming Support:

In collaboration with the Director of Alumni Relations and Constituent Relations and Regional Programs, help manage and execute event logistics for high priority events for the Regional team. These events will represent top priorities and key initiatives integral to the success of Regional’s strategic plan.

Key responsibilities include:

  • Program design and implementation. Working closely with various alumni relations staff to implement regional events.

  • Researching and securing venues and vendors and maintaining knowledge of venues in varies cities.

  • Overseeing the productions of publications and related collateral materials and the coordination of mailing lists as well as managing the marketing for each event.

  • Developing and managing the program flow and involvement of speakers for each event. Writing briefings and interacting with key university leaders and volunteers to make sure all speakers are prepared.

  • Oversee event execution process including working with vendors, providing customer service to guests, coordinating staffing needs and staffing events when appropriate.

  • Includes both virtual and in-person event logistic support.

  • Travel based on need.

Parent/Student and Affinity Event Programming Support:

In collaboration with the Director of Alumni Relations and Constituent Relations and Advancement partners, help manage and execute event logistics for events for parent/family members, students, and affinity programming (including athletics). These events will represent key initiatives integral to the success of ARCE team and Advancement’s strategic plan.

Key responsibilities include:

  • Program design and implementation. Working closely with various alumni relations staff and parents program team, implement parent/family events including first year welcome receptions and additional parent engagement opportunities.

  • Program design and implementation. Working closely with various alumni relations staff and athletics, implement athletic events including regional tailgate celebrations.

  • Researching and securing venues and vendors and maintaining knowledge of venues in varies cities.

  • Overseeing the productions of publications and related collateral materials and the coordination of mailing lists as well as managing the marketing for each event.

  • Developing and managing the program flow and involvement of speakers for each event. Writing briefings and interacting with key university leaders and volunteers to make sure all speakers are prepared.

  • Oversee event execution process including working with vendors, providing customer service to guests, coordinating staffing needs and staffing events when appropriate.

  • Includes both virtual and in-person event logistic support.

  • Travel based on need.

General Support:

  • Field miscellaneous inquiries from alumni.

  • Oversee the Wellness Program for alumni and constituents by curating content and engagement opportunities across schools and units.

  • Other tasks and duties as assigned by the Director of Alumni Relations and Constituent Relations

Other duties as assigned

QUALIFICATIONS:

  • Bachelor’s degree required

  • 5-7 years of alumni relations, development, event planning or comparable experience.

  • Higher-education experience preferred.

  • OR equivalent combination of educations and experience required.

  • Proven qualities of initiative, creativity, team orientation, and a commitment to client/customer service required.

  • Ability to manage multiple projects in a fast-paced, deadline-driven environment required.

  • Excellent oral, written, organizational, and interpersonal skills required.

  • Ability to work as a member of a team to accomplish objectives required.

  • Experience in a development office or higher education setting preferred.

  • Experience with computer technologies and sophisticated software applications required.

  • Experience with Microsoft Office, Word, Excel, or Access preferred.

  • A personal belief in mission, goals and objectives of private higher education and a desire to change the world required

  • Some evening and weekend work required

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Pay Range

Pay Range: $59,197 - $82,888 Annually

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job’s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

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