University of Virginia
Alumni Association
JOB DESCRIPTION
Job Title:
Associate Director, Event Planning & Marketing
Alumni Interest Groups
Full-time/Part-time:
Full-time
FLSA Status:
Exempt
Supervisor:
Director of Alumni Interest Groups
Date Prepared:
January 5, 2016
GENERAL SUMMARY:
The Assistant Director provides event planning, marketing, and logistical support to more than 40 AIGs
including ethnicity- and affinity-based, fraternity/sorority, sports, and other groups, as well as the AIG
department. Events range from board meetings and conferences to large-scale reunions with more than
300 attendees, and are held on Grounds and in the Charlottesville area, as well as in areas outside of
Charlottesville. The position will work with the Director and other Assistant Directors of AIGs to create
and implement marketing and communications strategies to increase alumni attendance at events, as
well as increase departmental outreach, through print, electronic, and social media. The Assistant
Director will plan AIG department events and meetings, and oversee departmental logistical operations.
Successful candidates will have experience with event planning, marketing and communications,
logistical coordination, and volunteer management. Strong communication and volunteer management
skills and attention to detail are required. Successful candidates will work both independently as well as
collaboratively within the department and the University. This position will also be expected to
represent the Alumni Association at various Association and AIG events and requires the ability to work
on multiple timelines and with multiple constituents. The Assistant Director will cultivate strong
relationships with volunteer leadership, acting on behalf of the University and the U.Va. Alumni
Association. Successful candidates will have an understanding of and appreciation for U.Va. culture and
the vision of alumni engagement at the University.
SPECIFIC DUTIES AND RESPONSIBILITIES:
Events Management:
 Assist in cultivating, building and maintaining effective, long-term relationships with AIGs.
 Independently work with key alumni volunteers to plan and execute more than 20 events per year. Plan
significant reunion/anniversary events for AIGs. Establish and utilize annual calendar of recurring events
and five-year calendar of significant reunion anniversaries. Provide advice and support for various group
engagement activities.
 Collaborate and complete various duties to plan reunion activities including:
coordinate/execute contracts with entertainers and other vendors, execute venue
reservations, and create new major events for reunions.



Develop and manage comprehensive event budgets, and provide analysis and reports on budgets to AIG
staff and volunteers. Track all event-related incomes and expenses. Independently resolve any internal or
external budget issues and questions.
Create online and print event registration forms and manage responses. Report and provide analysis on
attendance to AIG staff and group leadership, as well as strategic recommendations to increase attendance
(see Marketing and Communications.)
Represent the Alumni Association at various Association and public events.
Marketing and Communications:
 Create marketing and communications strategies in conjunction with other Assistant Directors to increase
event attendance at AIG events. Analyze and provide recommendations to increase attendance (if
necessary) to AIG staff and group leadership.
 Create AIG department marketing strategy in conjunction with AIG Director and Assistant Directors to
increase number of groups working with department.
 Create print and/or electronic advertising, publicity, or display materials for group events and AIG
department as necessary.
 Update AIG websites with event-related information.
 Maintain AIG and university calendars with up-to-date event-related information.
Logistical management:
 Oversee administrative processes of AIG department. Evaluates and modifies as necessary.
 Plan and execute all AIG board meetings; work with AIG leaders on dates, deadlines, venues and catering for
meetings. Compile all board books for meetings.
 Plan and provide logistical support for AIG department events such as staff retreats, conferences, and other
meetings.
 Oversee tracking of event data and metrics; report on and analyze event data as requested.
EDUCATION:
1.
Bachelor’s degree required, master’s degree preferred; concentration in event planning,
marketing, or communications preferred. A degree from the University of Virginia is preferred
and/or an active knowledge of the University and its traditions is necessary.
EXPERIENCE:
1.
Experience in event planning and marketing required.
2.
Experience monitoring and managing budgets required.
3.
Experience managing and/or working with volunteers preferred.
SKILLS/CERTIFICATIONS:
1.
Excellent skills in all Microsoft Office software applications.
2.
Excellent marketing and market research skills.
3.
Excellent skills utilizing various and multiple social media platforms required.
4.
Familiarity with Adobe Creative Suite and WordPress or other CMS strongly preferred.
5.
Proficiency utilizing databases and creating reports and using information for research purposes
is required. Ideal candidate will have BSR/Advance experience. The individual must learn to
navigate Advance as well as effectively use means of mass communication, especially electronic
means.
6.
Strong customer service and communication skills, both written and oral, required.
7.
Good customer service skills as there is frequent interaction with alumni and other external
parties. A personable and professional manner is required for both face-to-face and telephone
contact.
SUPERVISION:
Seasonal interns as needed.
ABILITIES:
1.
Position requires leadership, patience, creativity, and enthusiasm, the ability to work under
pressure as well as strong organizational skills and attention to detail.
2.
Ability to create and implement marketing strategies across various media.
3.
Ability to plan, budget and execute events and manage logistical details.
4.
Ability to prioritize and manage multiple tasks simultaneously and remain cognizant of deadlines
and schedules.
5.
Ability to work independently and proactively.
6.
Ability to communicate within a team-based environment.
7.
Ability to analyze input/feedback from alumni as well as research demographic information
about constituencies.
8.
Ability to apply judgment to resolve issues on a timely basis and in an accommodating and
professional manner.
9.
Ability to work well with alumni affairs and development professionals as well as other members
of the Alumni Association staff.
10.
Ability to work in a fast-paced and changeable environment.
CONTACTS:
1.
U.Va. Alumni Association staff/co-workers (Technology, Records, Accounting, Membership,
Fundraising and Building Supervisor)
2.
U.Va. Alumni leaders and volunteers
3.
Vendors to coordinate event logistics, materials for mailings, printing, output film for printers,
etc.
4.
University of Virginia personnel
ENVIRONMENTAL/WORKING CONDITIONS:
General fast-paced office environment. The incumbent lifts, carries boxes, moves boxes, sets up and breaks
down tables and chairs for events. Occasional lifting of 30 pounds is required.
OTHER
This position requires flexibility to work some weekends and evenings, in order to assist with Alumni Association
and AIG events.