Assistant Director for Special Events and Administrative Support

Location: Malvern

Job Description:

The Assistant Director for Special Events and Administrative Support reports to the Director of Alumni Relations and The Immaculata Fund. This position works in partnership with members of the Institutional Advancement team (IA) to implement and support an annual schedule of on and off campus events and support the administrative functions of IA.

Responsibilities and Duties
- Administrative:

• Support the Vice President for Institutional Advancement as requested with general office functions.
• In conjunction with Vice President for Institutional Advancement, oversee and coordinate the donor tribute program associated with university-wide naming opportunities and update the donor plaques as needed.
• Coordinate event management duties which include the following:
  • Using Raisers Edge; creating event files for event registration, accept and record all RSVP in RE including guest names and special needs, providing weekly attendance reporting to IA team, follow up notices to attendees, and all event related correspondence. Following the event post to RE actual attendance and any specific information gathered at the event.
  • Telephone follow up in targeted areas to encourage event attendance when necessary.
  • Prepare registration list, nametags, and all materials related to each event.
• Process check requests, invoices, purchase orders and expense reports for IA.
• Update Raiser's Edge database with alumni data including address changes, phone numbers, email addresses, name changes, contact information, comments for the Immaculata magazine etc.
• Process obituaries. Daily review of  to find deceased alumni and family of deceased alumni. Send out notification email with details and arrangements. Update database with appropriate changes.
• Coordinate, prepare mailing lists, and process smaller personalized mailings using mail merge and at times, work closely with IU copy center.
• Maintain lists and contact information for Alumni Board of Governors. Assist with meeting preparation if needed, Order nametags for new members.

Special Event Management:

• Manage, support and/or coordinate 50+ year-round on and off-site events and programs for the Department of Institutional Advancement.
• Work closely with IA staff, campus departmental staff, outside vendors, to plan, manage and produce successful programs and events as assigned, ensuring they are aligned with the University's mission. All events must be organized and managed with a focus on donor stewardship.
• Support signature IA fundraising events and activities (planning, set-up, implementation, and fulfillment) including but not limited to:
  Charter Day of Giving, Lanterns of Love, Awards event, and the Immaculata University Golf Invitational.
• Execute the procedures for Charter Day of giving Auction including but not limited to the following:
  • Select auction, buy it now items, and Charter Day incentives.
  • Use dedicated office to set up fulfillment by deadline with proper inventory and packing supplies.
  • Enlist the help of volunteers, work study, and available staff members to complete shipping items by December 1.
  • Pull reports for thank you letters daily beginning with the first Charter Day donation.
• Coordinate all aspects of the event planning process which may include the following areas as needed: date selection, site visits and venue selection, room reservations, accommodations, facilitating planning meetings, budgets, contingency planning, set-up requests, room layouts, catering, IT, A/V, entertainment, design and dcor, agenda development, seating request, parking, briefings, awards, gifts and event close-out and reporting.
• Management of incoming event requests and annual development of the event on and off-site master calendar and white board.
• Produce detailed proposals for events based on outlined needs (e.g., timelines, venues, suppliers, staffing and budgets).
• Create and manage event budgets to ensure fiscal responsibility throughout all stages of the planning process.
• Manage on-site coordination on the day of the event by coordinating vendors, managing registration, managing queries, and troubleshooting to ensure that all runs smoothly.
• Conduct annual inventory and yearlong maintenance of brand merchandise and assess ordering needs for the upcoming year.
• Provide assistance at events, including evenings and weekends.
• Other related duties as assigned.

Immaculata University is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

Requirements:

Minimum Requirements:

• A bachelor's degree in marketing, Fundraising or Event Management or related field.
• A minimum of three years of experience in event management, administrative responsibilities preferably in higher education.
• Ability to work in event management and…