Associate Director, Strategic Special Events

Job No: 503168
Work Type: Staff
Location: Newark, DE
Categories: Development & Alumni Relations, Full Time, Program/Project Management

PAY GRADE: 30E

CONTEXT OF THE JOB:

Under the general direction of the Senior Director of University Events, the Associate Director of Strategic Special Events manages the planning and execution of special events designed to engage, cultivate and steward prospective and current donors for the University of Delaware. The Strategic Special Events portfolio includes high-profile, signature campus, regional and national events and those planned on behalf of the President’s Office, Provost’s Office, University Secretary’s Office, Development and Alumni Relations and other key campus partners.

MAJOR RESPONSIBILITIES:

• Plan and manage high-end development events that support fundraising goals through creation of strategic programming and effective experience design to achieve established event objectives and outcomes.
• Serve as a primary point person and resource for other staff, such as Alumni Engagement, gift officers, academic units, athletics, senior leadership, and UD leaders in event identification and planning to ensure consistent event standards, collaborative strategies and defined partnerships that best serve University Constituents and meet defined goals.
• Work collaboratively with DAR and campus partners to identify, propose, and plan strategic event opportunities that incorporate the President and other senior level leaders (Provost, Deans, Board of Trustees) in building and strengthening relationships with prospective and current donors
• Lead the strategic development of immersive donor events that drive fundraising and engagement. Position will collaborate with internal and campus partners to ensure event programs align with philanthropic goals while managing budgets, timelines, and communications to achieve desired outcomes.
• Develop, organize, implement, and evaluate short and long-range event plans and goals designed to drive donor engagement and increase philanthropic support of the University.
• Guide other event team members and campus partners on incorporating in person event strategies and develop management practices for virtual and hybrid events that expand donor engagement opportunities and enhance relationships between donors, prospects and the University.
• Serve as liaison to event attendees and steward them through the event process.
• Craft and manage effective production and event timelines with clearly defined goals, responsibilities, and deadlines to ensure timely completion of tasks.
• Arrange logistics for event operations through the selection process for event venues, including site visits, contract negotiations, and relationships with vendors, event staffing, menus, set up and floor plans, seating, parking, transportation, signage, decor, floral, lighting, photography and media services. Build effective working relationships with on-campus and off-campus vendors and suppliers, including tent companies, lighting companies, movers, catering, florists, electricians, etc.
• Define measurable event outcomes in partnership with the Senior Director of University Events and internal stakeholders, clearly articulating desired results for each event and evaluating return on investment when applicable.
• Manage multiple, simultaneous deadlines and event-related processes.
• Monitor and evaluate event outcomes providing actionable recommendations for continuous improvement Perform miscellaneous job-related duties as assigned.
• Oversee event-related procurement compliance by ensuring the successful execution of all university procurement policies, processes, and procedures related to event financial management, and partners with DAR Finance to ensure appropriate budget allocation.
• Perform miscellaneous job-related duties.

QUALIFICATIONS:

• Bachelor’s degree and four years’ experience in high-end event planning and/or project management, preferably in a higher-education environment, or an equivalent combination of education and experience.
• Effective oral and written communication skills.
• Strong interpersonal skills.
• Strong project management, discernment, and problem-solving skills. Ability to make independent decisions and judgments in keeping with the level of the position.
• Ability to work well under pressure and manage projects simultaneously.
• Effective time management and organizational skills.
• Ability to work effectively with diverse constituents from all disciplines including donors, faculty, staff, and students.
• Proficiency with basic computer programs such as Microsoft Office (Word, Excel, Outlook).
• Ability to handle sensitive material and information confidentially.

SPECIAL REQUIREMENTS:

Flexibility to work nights and weekends, as needed. Occasional travel required to support regional and national events, meetings, and other responsibilities as needed.