Job Description

Job Title Special Events/Alumni Coordinator – College of Education, University of South Carolina Location Columbia, SC – Onsite Job Summary Special Events/Alumni Affairs Coordinator for the College of Education plays a key role in planning, organizing, and executing a wide range of events, while also leading promotional strategies to drive strong attendance and engagement. Working closely with the Dean’s Office, this role supports the College’s priorities around special events, alumni relations, and related initiatives. This position will draw on best practices in alumni and external relations to help implement programs and strategies that highlight the College’s activities, initiatives, and impact to key audiences. The ideal candidate will bring exceptional organizational skills, strong communication abilities, and a passion for creating meaningful and memorable experiences for the College of Education community. Responsibilities Event Planning / Execution: Spearhead the planning and execution of all College of Education development events, including the Champions of Education Gala, annual Homecoming celebration, Scholarship Luncheon, Retired Faculty Luncheon, and Treats with the Dean visits. Collaborate with university departments, student organizations, and external partners to conceptualize, plan, and execute a wide range of events that align with the university’s mission, values, and strategic priorities. Coordinate all logistical aspects of events, including venue selection, scheduling, room setup, catering, audiovisual equipment rentals, transportation, photography coverage, and on‑site coordination. Develop detailed event timelines, budgets, and production schedules, ensuring all resources are allocated efficiently and deadlines are met. Liaise with campus facilities management, security, and other relevant departments to obtain necessary permits, approvals, and support services for events. Provide guidance and support to event organizers, volunteers, and student leaders to ensure successful event execution and adherence to university policies and procedures. Spearhead and oversee alumni activities and services, including reunions, alumni interest groups, vendor relations, meeting coordination, and communication management. Plan alumni cultivation events and activities, contribute to the COE Alumni LinkedIn Group as needed, and oversee content and engagement on the College of Education Facebook Alumni page. Vendor and Stakeholder Management: Cultivate and maintain strong relationships with vendors, partners, sponsors, and other stakeholders to secure resources, support, and sponsorship opportunities for events. Negotiate contracts and agreements to ensure favorable terms and mutually beneficial partnerships. Coordinate with internal departments and external partners to fulfill sponsor obligations, deliver promotional benefits, and maximize visibility and return on investment. Serve as the primary point of contact for vendors and event partners, addressing inquiries, resolving issues, and fostering positive, long‑term relationships. Promotional Strategy: Design and implement strategic promotional campaigns to increase event awareness and participation among students, faculty, alumni, and the broader community. Utilize a variety of marketing channels—including social media, posters, email communications, and campus-wide announcements—to effectively promote events. Collaborate on the development of marketing materials and collateral pieces, such as programs, invitations, and Eventbrite event pages, to ensure consistent branding and engagement. Budget and Alumni Relations Database System Oversight: Develop and manage event budgets, forecasts, and financial projections, ensuring expenditures are within approved budgets and financial goals are met. Monitor expenses, track financial transactions, and reconcile invoices and receipts in a timely manner, maintaining accurate records and documentation. Identify cost‑saving opportunities, negotiate pricing with vendors, and implement budget optimization strategies to maximize cost‑effectiveness and efficiency. Maintain the Development and Alumni Relations database system, known as Blackbaud CRM, and run specific queries and reports. Evaluation and Reporting: Conduct post‑event evaluations to assess successes, challenges, and areas for improvement. Solicit feedback from attendees, volunteers, and stakeholders to gauge satisfaction and gather suggestions for future events. Maintain accurate records of event attendance, feedback, and performance metrics for future reference and analysis. Utilize data analytics tools to extract insights from promotional campaigns and attendee demographics, informing targeted marketing strategies. Generate reports and presentations summarizing key findings and recommendations for optimizing future events and promotional efforts to senior leadership. Recognition and Stewardship of Alumni & Donors: Develop and manage alumni engagement and donor stewardship initiatives for the College of Education, including identifying and nominating alumni for university recognition opportunities, coordinating donor acknowledgments, overseeing thank‑you communications and calls, maintaining the annual Honor Roll of Donors and Dean’s Circle, and producing two student‑centered thank‑you videos each year—one in the spring and one in the fall. Feature a distinguished alum monthly through a written story or Q&A article to strengthen alumni connections and highlight their impact. Perform other duties as assigned or required. Qualifications Education & Experience: Bachelor’s degree in a related field and at least 1 year of related experience, or equivalent combination of certification, training, education, and experience. Knowledge, Skills, Abilities: Ability to be reached outside normal work times; willingness to work after hours and weekends for events; strong event planning, organizational, and execution skills; attention to detail; flexibility; creativity in promotional design; excellent verbal and written communication; ability to think creatively and innovatively; quick decision‑making and calm under pressure. Benefits Health and Life Insurance Retirement Programs Paid Tuition Dependent Scholarships Annual Leave Sick Leave 13 Paid Holidays (including an extended December holiday) Paid Parental Leave Professional Development Opportunities EEO Statement The University of South Carolina does not discriminate in educational or employment opportunities or decisions for qualified persons on the basis of age, ancestry, citizenship status, color, disability, ethnicity, familial status, gender (including transgender), gender identity or expression, genetic information, HIV/AIDs status, military status, national origin, pregnancy (false pregnancy, termination of pregnancy, childbirth, recovery therefrom or related medical conditions, breastfeeding), race, religion (including religious dress and grooming practices), sex, sexual orientation, veteran status, or any other bases under federal, state, local law, or regulations. #J-18808-Ljbffr Inside Higher Ed

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