Associate Director - Alumni Events, Penn State Alumni Association

The Associate Director of Alumni Events supports the Penn State Alumni Association's Alumni Events & Travel team, reporting to the Director. In a senior capacity, this role develops, implements, and executes alumni events for both in-person and virtual experiences, including reunions, Homecoming, presidential receptions, and networking events. The position manages and leads Event Coordinators, negotiates contracts with venues and vendors, and collaborates with the Engagement Team and other partners. This role also involves supervising staff, managing event logistics, and analyzing event effectiveness to recommend improvements.

Responsibilities

• In a senior capacity, develop, implement, execute, and maintain alumni events and related services for both in person and virtual experiences.
• Responsible to manage and lead the Event Coordinators which coordinate all activities held at the Hintz Family Alumni Center.
• Articulate Penn State’s needs, ambitions, and values through excellent informal and formal communications;
• Project Lead and coordinate events and activities to include, but are not limited to reunions, Homecoming, presidential receptions, athletic pep rallies and receptions, alumni networking events, educational and recognition events.
• Negotiate and process contracts for necessary alumni event venues, caterers, hotels, etc.
• Create and analyze the effectiveness of programs and events and recommend improvements or new creative strategies
• Collaborate with colleagues and manage constituent management activities, including direct mail, e-communications, and event planning
• Create and coordinate events and program attendee reservations and create data reports to analyze event success
• Work with volunteers, committees, boards, and University staff as assigned
• May assist in writing and editing proposals, scripts and other written materials
• Research and manage inventory of marketing materials, promotional handouts, nametags, giveaways and office supplies to be used during alumni and development events
• Direct and coordinate the activities of assigned event staff and provide direction, training, and solve problems as necessary;
• This position may coordinate events held at the Hintz Family Alumni Center.
• Will supervise staff including responsibilities related to hiring, onboarding, performance management, and professional development

Requirements

• Prior experience providing leadership, coaching, mentoring, or training to fulltime employees
• The ability to demonstrate strong attention to detail and problem solving to consistently deliver accurate, high-quality work;
• Strong organizational skills to multitask and managing multiple event timelines effectively and simultaneously.
• Will have a minimum of 6 years of prior logistical planning experience to include budgeting & reconciliations, attendee registration, venue search, contract negotiations, food and beverage, audiovisual, room set ups, speaker management and housing blocks. Must be able to coordinate, direct and supervise the activities of volunteers or work teams;
• Exemplary interpersonal and communication skills;
• The ability to work evenings and weekends as needed, with overnight travel required to fulfill job responsibilities;
• The ability to create and maintain an inclusive and respectful environment for all students and colleagues;
• A proven ability to self-motivate and work both independently and as part of a team;
• A commitment to professional development, learning, and being mentored.
• If filled as Constituent Programming and Events Officer - Principal Professional, this position requires:
Bachelor's Degree
8+ years of relevant experience; or an equivalent combination of education and experience accepted
Required Certifications:
None

If filled as Constituent Programming and Events Officer - Senior Professional, this position requires:
Bachelor's Degree
6+ years of relevant experience; or an equivalent combination of education and experience accepted
Required Certifications:
None

Nice to have

• Previous experience with Word, Excel, IBM Notes, and event registration and production tools is highly desirable. Certified Meeting Professional (CMP), Certificate in Meeting Management (CMM) or Certified Special Events Professional (CSEP) designations encouraged or in process of working towards certification.

Benefits

• The salary range for this position, including all possible grades, is $59,580.00 - $94,980.00.Salary Structure - Information on Penn State's salary structure
• Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional well-being. In addition to comprehensive medical, dental, and vision coverage, employees enjoy robust retirement plans and substantial paid time off which includes holidays, vacation and sick time. One of the standout benefits is the generous 75% tuition discount, available to employees as well as eligible spouses and children. For more detailed information, please visit our Benefits Page.