Advancement Events Manager / Alumni and Donor Relations Coordinator

Working/Functional Title

Advancement Events Manager

Position Summary

BASIC FUNCTION AND RESPONSIBILITIES 

As a key member of the University Advancement (UA) Events Team, the Advancement Events Manager is responsible for planning and producing experiential events and related projects to inspire increased engagement with MSU alumni and donors. This role requires a team player who communicates openly, collaborates effectively, and demonstrates trust in teammates’ abilities to complete their work. Additionally, the candidate should be open to new and innovative ideas, coachable, and committed to contributing to a healthy team environment.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES

Event Management:

• Works collaboratively to conceptualize engaging live and virtual experiences in alignment with event strategy, audience objectives, and budget.

• Oversees timeline development and milestone completion.

• Manages event budgets and expenses, ensuring consistent updates throughout pre-production and adherence to billing expectations.

• Coordinates with university administrators and faculty, internal team members, and external vendors by effectively communicating deadlines and tracking progress toward event objectives. 

Event Logistics:

• Researches potential experiences, resources, and venues for University Advancement events, conducting site visits when necessary.

• Manages and directs external contractors and vendors involved in event production, negotiating prices, terms, and conditions of contracts and service agreements.

• Participates in the physical setup, transport, and disassembly of event materials.

Event Execution:

• Reviews and finalizes event materials and logistical details.

• Prepares comprehensive event agenda, outlining related activities and schedules.

• Confirms staffing assignments and duties.

• Provides on-site support during event programming. 

• Conducts and analyzes post-event evaluations to assess successes and identify opportunities for continual improvement.

Other:

• Collaborates with alumni and donor volunteers on committees engaged in initiatives on behalf of University Advancement.

• Maintains and enhances knowledge of computers and systems relevant to the planning and execution of University Advancement events. 

• Contributes actively to creating a healthy work culture by fostering teamwork, open communication, and trust among team members.

SUPERVISION RECEIVED

Direction is received from the Advancement Events director.

SUPERVISION EXERCISED

None

IMPACT ON PROGRAMS – SERVICES – OPERATIONS

Decisions made in the planning and execution of University Advancement events can significantly influence the university’s reputation and standing among donors, alumni, and external communities. Errors in judgment may have adverse effects on the university's future resources and overall integrity.

WORK ENVIRONMENT

This is a remote-friendly position. When in the office, it primarily entails a standard environment with moderate physical exertion, including lifting and moving moderately heavy event materials (minimum of 25 pounds), and sustained physical activity during events. Travel may be needed for events and is estimated at 20% for a standard fiscal year.

Minimum Requirements

Knowledge equivalent to that which normally would be acquired by completing a four-year college degree program in business, hospitality, marketing or a related field; one to three years of related and progressively more responsible or expansive work experience in the planning and production of institutional and/or fundraising events; contractor and vendor contract negotiations, and developing event budget reports; experience in a customer-service environment; and experience in database, spreadsheet, word processing and presentation software; or equivalent combination of education and experience. Possession of a valid driver’s license at the time of hire.

Desired Qualifications

DESIRED QUALIFICATIONS

• Three to five years of progressively responsible experience in planning and producing both small- (5-50 person) and large-scale (500 person+) institutional and/or fundraising events, including contractor and vendor negotiations, budget development, and proficiency in database and presentation software.

• Demonstrated proficiency in project management and event production.

• Strong attention to detail and ability to align events with overall fundraising and engagement goals in accordance with MSU’s mission.

• Exceptional customer service, written and verbal communication skills, with a commitment to continuous improvement.

• Proven track record of contributing toward the development of innovative solutions through effective collaboration.

• Familiarity with CRM (Customer Relationship Management) systems

If you have experience with the responsibilities outlined in this job description or possess transferable skills, we encourage you to apply!

Equal Employment Opportunity Statement

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, age, disability or protected veteran status.

Required Application Materials

Resume and cover letter

Special Instructions

HOW TO APPLY

If you have any questions regarding this position, please contact Patricia Karam, Director of Talent Acquisition, at karampat@msu.edu. 

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Work Hours

8 am - 5 pm with some evenings and weekends

Website

Advancement.msu.edu

Remote Work Statement

MSU strives to provide a flexible work environment and this position has been designated as remote-friendly. Remote-friendly means some or all of the duties can be performed remotely as mutually agreed upon.

Bidding eligibility ends April 1, 2025 at 11:55 P.M.