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30 Aug 2016

Full-Time Event Coordinator, Alumni Association

University of Notre Dame – Posted by SACJobs Notre Dame, Indiana, United States

Job Description

University of Notre Dame

Event Coordinator, Alumni Association

The University of Notre Dame ( is accepting applications for a Event Coordinator, Alumni Association.

Applications will be accepted until 9/16/2016.

This position coordinates logistics for special events and programs in the Notre Dame Alumni Association. It also supervises the student worker program for the Programs Team. The position requires strong interpersonal, organizational, and computer skills. The position interacts regularly with alumni, parents, and friends of the University, students, campus departments, and off-campus vendors.

Duties & Responsibilities:

Special Event Coordination:
– Manage logistics for Reunion, Leadership Conference, Football Fridays and Alumni Sports Weekend, including assessing needs, problem solving, and facilitating the following: catering, maintenance, facilities, landscaping, technology, security, sustainability initiatives and other campus departments.
– Recommend improvements to logistical processes to execute programming/events.
– Provide financial reporting and recommendations to ensure programs stay within budget.
– Create and follow timelines for planning and execution of each event.
– Maintain relationship with outside vendors and negotiate pricing (i.e. merchandise supplier, tent rentals).
– Draft communications regarding logistical details for internal and external constituents (e.g. severe weather plans, catering and maintenance confirmations).
– Monitor communication processes for Reunion, including email account, web sites, and phone line.
– Network with event planners at other campus units to share best practices and minimize scheduling conflicts.
– Train temporary staff for Reunion and other events.

Student Workers:
– Supervise student worker assignments and time management through online project management tool.
– Manage student worker hiring process (assess team needs, follow budgetary guidelines, post jobs, arrange interviews, make hiring decisions, evaluate performance).
– Train and guide student workers in office and department policies.

Class Support:
– Advise class officers on mini-reunion policies and communications.
– Coordinate class mailings & communications related to Reunion.
– Manage class accounts & reconcile as needed related to Reunion.

Other Administrative Support:
– Support programs and events of Programs Team.

Minimum Qualifications:

– Associate’s degree or 3 years of college or technical school.
– 3 to 4 years’ experience.
– Strong organizational and communication skills, ability to multi task, articulate and effective writer.
– Able to work with a wide range of constituency groups.
– Must work well with all members of the team to execute events professionally and within budgets.
– Requires the ability to anticipate needs, proactively address and analyze problems, and function independently under guidelines.
– Focus on customer service and strong technology skills are essential
– Familiarity with event planning is necessary.

Preferred Qualifications:

The University of Notre Dame, founded in 1842 by Rev. Edward F. Sorin, C.S.C., of the Congregation of Holy Cross, is an independent, national Catholic university located in Notre Dame, Ind. For the fifth consecutive year, the University of Notre Dame has received Honor Roll distinctions as one of the top 10 higher education workplaces in the country in the Chronicle of Higher Education’s annual “Great Colleges to Work For” survey…and we are proud of it!

The University of Notre Dame seeks to attract, develop, and retain the highest quality faculty, staff and administration. The University is an Equal Opportunity Employer, and is committed to building a culturally diverse workplace. We strongly encourage applications from female and minority candidates and others that will enhance our community. Moreover, Notre Dame prohibits discrimination against veterans or disabled qualified individuals, and requires affirmative action by covered contractors to employ and advance veterans and qualified individuals with disabilities in compliance with 41 CFR 60-741.5(a) and 41 CFR 60-300.5(a).

Please apply online at to Job # For additional information about working at the University of Notre Dame and various benefits available to employees, please visit The University of Notre Dame supports the needs of dual career couples and has a
Dual Career Assistance Program in place to assist relocating spouses and significant others with their job search.

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Start Date: 9/16/2016 – Firm
Education: Associate’s Degree Required
Work Experience: 0-2 Years

How to Apply

CONTACT / ADDITIONAL INFO To apply please visit

Job Categories: Alumni Affairs. Job Types: Full-Time. Job Tags: Alumni Association and Event Coordinator. Salaries: TBD - Based on Experience.


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