Alumni Events Specialist

Kalamazoo College is a community of students, faculty, staff and alumni who are committed to making an exceptional place to learn, live, and work. Kalamazoo College is committed to a sense of belonging and strives to support inclusivity. Individuals who share similar commitments are invited to apply for employment.

The division of College Advancement is committed to attracting and retaining a diverse staff and cultivating a culture of inclusion and connectedness. We aim to create a welcoming workplace that celebrates the diversity of our staff, alumni and donors.

Position Summary:

The Campus and Affinity Events Associate is responsible for leading the coordination of all major events which take place on the college campus. This position will build collaborative relationships with senior leadership, staff, faculty, vendors, and the general public while ensuring that the outcomes of events enhance the College’s profile with alumni, students, parents, guests, and the community at-large as well as generate advocacy for Kalamazoo College.

Immediate Supervisor: Director of Alumni Engagement

Nature of Duties:

• Oversee the execution of a successful Commencement weekend which includes the coordination of communications regarding Baccalaureate and Commencement with seniors and their parents, the coordination of commencement responsibilities relative to the entire campus community, and use of the website and email communications to publicize event and inform attendees
• Plan and execute all aspects of the first-year student Convocation ceremony, which occurs at the beginning of the academic year in the fall
• Support affinity reunions:
• Manage those affinity reunions which occur during homecoming weekend and would include collaborating with alumni engagement colleagues to ensure that these events are appropriately integrated into the general homecoming and reunion schedules and activities
• Manage affinity reunions occurring throughout the year, which are separate from homecoming events
• Serve as the reunion liaison for the 5th through the 45th reunion groups:
• Work in partnership with alumni engagement colleagues to ensure that the reunions for these groups flow seamlessly into the general homecoming plans
• Guide the room layout for all on-campus reunions
• Coordinate the rentals and decorations for the reunions
• Provide support with the planning and implementation of the annual alumni awards ceremony, which occurs during homecoming weekend
• Develop relationships with faculty and other administrators to work collaboratively on events and programs; assist the President’s Office, Student Development, Career Development, Athletics and other College departments in event planning for alumni/student activities:
  • Organize and host various virtual events occurring on Zoom or in Microsoft Teams and in-person events
  • Coordinate with coaches to hold alumni events for their respective sports, assist in registration, communications, and being a host at the event
• Establish a rapport with faculty and academic department coordinators to support and promote the academic-related lecture series, which occur across campus throughout the academic year.
• Work as a team member to support the overall mission of the College Advancement team. Other such general and specific duties as may be assigned, consistent with the College’s goals, objectives and interests
• Maintain and track constituent involvement and attendance at all events using Advancement CRM software in order to provide end-of-year engagement metrics
• Demonstrate ability to learn and utilize the Deliver broadcast email system for all electronic communications
• Homecoming and Commencement are core responsibilities of the Advancement program; and, barring any unforeseen emergencies, all advancement staff are required to attend all related programs.

Qualifications:

• Bachelor’s degree is preferred
• Experience in strategic event planning and management is required; 3 to 5 years of in-depth experience or completion of a Certified Meeting Planner (CMP) certification is preferred
• Experience in the hospitality industry is desired
• Energetic self-starter with superior organization and planning skills
• Ability to think logically and comprehensively in order to make budgetary and programmatic decisions as they relate to events planning
• Ability to coordinate multiple projects simultaneously with accuracy, attention to detail and professionalism
• Must be very accurate and detail oriented
• Demonstrated proficiency with Microsoft Word and Excel
• Must be outgoing, tactful, and able to work with diverse constituencies
• Strong written and oral communication and presentation skills
• High motivation for success coupled with diplomacy, tact, and consistent follow through
• Willingness and ability to work both independently and as part of a team
• Willingness and ability to travel on occasion to alumni events in other cities, if necessary, and participate in evening and weekend alumni activities in addition to the regular work day
• Physical requirements include the ability to move between and within campus buildings; and to work in an office environment with extensive use of computers and telephones; to read, write and handle paper documents; to lift up to thirty pounds

Kalamazoo College is a selective, nationally known liberal arts college offering students a personalized, integrated undergraduate experience known as the K-Plan that interweaves a traditional liberal arts curriculum with individualized research and experiential educational experiences in both domestic and international settings. Founded in 1833, Kalamazoo College is one of 40 dynamic Colleges That Change Lives, a group of 40 colleges that excel at developing potential, values and initiative, and provide the foundation for success beyond college. The campus is located midway between Chicago and Detroit in Kalamazoo, Michigan, a metropolitan community of 225,000 that supports four college and university campuses along with numerous civic arts and cultural associations. Thirty-five miles from Lake Michigan, the area offers many opportunities for outdoor activities.

An equal opportunity employer, Kalamazoo College is committed to equal rights, equal opportunities, and equal protection under the law. The College administers its programs without regard to race, creed, religion, age, sex, national origin, height, weight, marital status, physical disability as protected by law, or sexual orientation. The College’s definition of sexual orientation proscribes discrimination based on a person’s sexuality, or gender identity, actual or presumed.