Yale University offers exciting opportunities for achievement and growth in New Haven, Connecticut. Conveniently located between Boston and New York, New Haven is the creative capital of Connecticut with cultural resources that include three major museums, a critically-acclaimed repertory theater, state-of-the-art concert hall, and world-renowned schools of Architecture, Art, Drama, and Music.
Provides support for all officers in the Office of Alumni Affairs in all aspects of event planning, management and execution, office operations, and volunteer coordination, including drafting written materials, performing research projects, maintaining detailed alumni database records, and staffing events. Must be able to work independently in a fast-paced, dynamic organization. Extremely strong organizational skills a must.
Works closely with, and as part of, the Alumni Affairs team regarding all aspects of Alumni Weekend reunions, Executive Committee Meetings and regional events. Under direction of Alumni Affairs officers, supports the planning of all aspects of events across the U.S., helping coordinate ground transportation and accommodation arrangements for event attendees, liaising with destination venue representatives, as well as alumni. Reviews, evaluates and reports on proposed venues for events, including making independent assessments as to the viability and appropriateness of venues with respect to the demands of specific events. Effectuates complex travel arrangements for Alumni Affairs staff, including assessing and booking all travel arrangements, creating detailed itineraries and supporting staff while they are on the road, including managing all accounting procedures. Manages and tracks communications with alumni—both incoming and outgoing—via email, phone, and letter. Achieves full knowledge and expertise in all administrative systems and procedures, including project management and event planning software. Designs and publishes email, paper, and online communications for alumni events. Drafts, formats, proofreads and edits correspondence and directories. Creates, maintains and tracks online and manual registration for events and processes payments, modifications, and refunds. Effectively and professionally interacts with key alumni, guests and speakers, including high-ranking VIPs, government and business leaders and key YLS donors, and maintains all relevant administrative records.
Required Education and Experience:
Six years of related work experience, four of them in the same job family at the next lower level, and high school level education; or four years of related work experience and an Associate's degree; or little or no work experience and a Bachelor's degree in a related field; or an equivalent combination of experience and education.
Excellent writing, research and editorial skills (writing sample will be requested at interview). Demonstrated event planning experience which includes the proven ability to assist with travel, reimbursements, transportation, venue selection, catering, etc.
Excellent communications skills, ability to interact professionally with a wide range of constituencies incl. high ranking VIPS, government and business leaders, alumni identified by Development Office as key prospects as well as domestic and international vendors, venue directors and alumni. Ability to handle confidential information with discretion, diplomacy and tact.
Extremely strong organizational skills and ability to set/manage priorities including the ability to work quickly and independently and follow through on projects with minimal supervision. Demonstrated success managing large volumes of work, as well as multiple projects with competing deadlines.
Ability to work in a fast-paced environment, to change course quickly, and to identify and take advantage of opportunities as they emerge. Ability to juggle many projects, sometimes with competing priorities, all while maintaining excellent attention to detail.
Comfort with technology and ability to master new software quickly. Demonstrated proficiency with MS Word, Excel, and PowerPoint.
Preferred Education and Experience: Minimum of Associate's degree, Bachelor's degree pref. Minimum of 2 years’ experience in Alumni Affairs and/or event planning, or relevant exp. Experience using event registration software such as Cvent, Eventbrite, etc. & Yale specific programs such as Workday, Hopper, and the YPPS ordering system. Experience creating and modifying reports from databases. Basic graphic design skills.
Application: For more information and immediate consideration, please apply online at https://bit.ly/2sVjtHu. Please be sure to reference this website when applying for this position.
We invite you to discover the excitement, diversity, rewards and excellence of a career at Yale University. One of the country's great workplaces, Yale University offers exciting opportunities for meaningful accomplishment and true growth. Our benefits package is among the best anywhere, with a wide variety of insurance choices, liberal paid time off, fantastic family and educational benefits, a variety of retirement benefits, extensive recreational facilities, and much more.
Yale University considers applicants for employment without regard to, and does not discriminate on the basis of an individual’s sex, race, color, religion, age, disability, status as a veteran, or national or ethnic origin; nor does Yale discriminate on the basis of sexual orientation or gender identity or expression.
Internal Number: 49576BR
About Yale University
Yale University is an American private Ivy League research university located in New Haven, Connecticut. Founded in 1701 in the Colony of Connecticut, the university is the third-oldest institution of higher education in the United States.