Program Assistant V - School of Law Development and Alumni Engagement Events Assistant University of San Francisco
R0001703 USF Hilltop Campus
Job Title: Program Assistant V - School of Law Development and Alumni Engagement Events Assistant
Job Summary: Reporting to the Associate Director of Development, the School of Law Development and Alumni Engagement Events Assistant - Program Assistant V is responsible for managing all logistics for school of law alumni and development events, including but not limited to, finding and reserving event space, coordinating cost proposals from prospective venues, participating in weekly Law Events meeting, supervising student assistants, requesting list pulls for event invitees, creating event invitations, registration pages, and calendar listings, managing event RSVPs, creating materials including event name tags, programs, coordinating marketing efforts through the newsletter, magazine, and social media with the Communications Department, staffing events, scheduling event planning and debrief meetings, and creating post-event surveys for attendees.
Full Job Description: Job Responsibilities
Work closely with Associate Director of Development to plan law school events, ranging in size from 20 people to 250 people and ranging in format from intimate VIP donor events to large receptions. Participate in weekly Law Events meetings to maximize the benefit of each event for the greatest number of external audiences.
Partner with USF's Special Events, Alumni Engagement and Annual Giving (SAGE) team when appropriate, to maximize outreach and alumni engagement.
Plan and manage events and programs designed to keep alumni engaged and connected to the law school throughout their careers and to help keep them aware of the various ways they can support USF School of Law and USF School of Law students through their time, through employment opportunities and with financial gifts.
Handle all event logistics including, but not limited to, event planning, program and speaker coordination, travel arrangements, room set-up, catering, decor, A/V and IT needs. This work is done in collaboration with the University's Office of Events Management & Guest Services for on-campus events, or with outside vendors and service providers for off-campus events.
Create and manage event budgets in collaboration with Associate Director of Development and other development colleagues while also overseeing financial processes such as bill payment, speaker reimbursement, and p-card reconciliation.
Provide on-site management of the events, and address and resolve any “day of” issues.
Work with the School of Law Marketing Partner to formulate and coordinate a pre- and post-marketing plan and to ensure appropriate branding of all events.
Determine and coordinate staffing needs for individual events.
Manage and mentor student assistants.
Create post-event evaluations to determine “best practices” and attendee satisfaction, leveraging both online and staff de-briefs.
Perform all other duties as assigned.
Requirements and Preferred Qualifications
Post high school education preferred.
Training or experience equivalent to five years of increasingly responsible work experience in a senior support role or related education.
3-5 years of professional work experience.
Professional event planning experience highly desired, as well as experience working in higher education or development.
Proficient in Microsoft Office Suite, in-house e-mail systems, and graphic design programs.
Familiarity with Salesforce and fundraising database software highly desirable.
Excellent written and verbal communication skills.
Editorial, proofreading, copy editing, publishing, or other media experience desired in providing great attention to detail in all event communications and materials.
Highly organized and detail oriented with a demonstrated ability to flourish in a fast-paced, high-volume work environment. Ability to manage high volume of emails, prioritize workload, take initiative in managing projects, and meet deadlines with minimum supervision.
Proven ability to work independently as well collaboratively as part of a team, with the ability to supervise students and volunteers.
High comfort level negotiating contract terms with outside vendors.
Must be available for evening and weekend hours, as needed for events that take place outside of normal business hours.
Be able to carry 5-10lbs of event-related items such as name tags, banners, tablecloths, and other materials.
The University of San Francisco is located in the heart of one of the world’s most innovative and diverse cities, and is home to a vibrant academic community of students and faculty who achieve excellence in their fields. Its diverse student body enjoys direct access to faculty, small classes and outstanding opportunities in the city itself. USF is San Francisco's first university, and its Jesuit Catholic mission helps ignite a student’s passion for social justice and a desire to “Change the World From Here.” For more information, visit http://www.usfca.edu.