• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Salary Range: $80,000 - $90,000

Position Summary

Reporting to the Senior Executive Director of Strategic Events (SEDSE), the Deputy Director of Strategic Events manages the Event Marketing coordination for the Strategic Events unit that facilitates the fulfillment of an array of marketing needs for the OAD organization. The Deputy Director has an Events Marketing Coordinator as a direct report to accomplish these efforts and to collaborate with the digital marketing team. The Deputy Director and events marketing coordinator effectively manage the event marketing priorities on the relations, development and internal event marketing needs.

Lead organizer and co project lead on the highest signature level event of the CAA, Columbia Alumni Leaders Weekend. This role not only coordinates the event logistics but co-project lead with the SED of University Relations on the management of the overall project.

Leads in the development of event related strategies and in collaboration with Director manages the day-to-day operations of Office of Alumni and Development (OAD) events in order to increase efficiency and professionalism in all aspects of event planning for the department. The Deputy Director is responsible for project managing the event professionals on specific initiatives, as well as providing leadership in coordination and partnership with the SEDSE.

The Deputy Director is also responsible for supporting the SEDSE on the execution of the day-to-day operations for Strategic Events team (SE) including initiatives established as a part of Columbia University’s Alumni Relations programs. The Deputy Director will also aid in the implementation of process and procedure redesign for the team to enhance and improve workflow, collaboration, communication within Alumni Relations and throughout OAD. The Deputy Director will collaborate with and support the Director with planning, managing, and executing a variety of events and programs and support our school-based and development partners. The Deputy Director and her team will provide key support related to the Columbia Alumni Association (CAA) events.

Responsibilities

Responsibilities include, but are not limited to:

• Responsible for project managing the event professionals on the SE team on alumni relations, CAA, and campaign related initiatives.
• Responsible for filling the lead event management role of our signature event, the Columbia Alumni Leaders Weekend (CALW) in New York, as well as works closely with the steering committee lead liaison to produce and implement events.
• Provide the necessary support to the Director on initiatives related to the campaign management team.
• Provide focus and direction related to collaboration with athletics in order to successfully and seamlessly integrate alumni relations activities and development efforts.
• Take lead and in some instances, provide support related to the strategic planning for specific targeted events and programs for the Office of Alumni and Development.
• Manage coordination on events, activities, and initiatives related but not limited to New York City initiatives, recent alumni, CAA signature events, and some donor related initiatives.
• Lead event strategist for SOA Gala planning and campaign related initiatives and other School-based initiatives as assigned.
• Aid in the creation, support, and development of group initiatives for both internal and external partners of the University, including events such as Fourth Four Plus, All-Staff meetings, etc.
• Implement and carry out the goals and tasks related to the CAA and Alumni Relations strategic plans established and approved by senior management.
• Mentor, coach, and guide junior staff employees such as Administrative Support, alumni volunteers, and student workers.
• Manage both internal and external vendors to ensure they fulfill contracts and commitments in a timely, effective, and high-quality manner.
• In coordination with senior management, prepare and review all event-related communications and act as lead on the event messaging.
• Support the Executive Director’s mission for the unit by managing logistics and providing event management support to all development and alumni relations colleagues.
• Act as lead on assigned team projects and work closely with CAA speakers, Events Guidebook, and the Events Professionals Forum.
• Evaluate the results and return on investment of each event and propose improvements for upcoming events.
• Prepare event analysis and overview for the unit on a weekly basis including number of event RSVPs, attendees, attrition rates, etc.
• Oversee a portfolio of approximately 30 events per fiscal year and act as either event leader and/or co-leader on other events assigned to the team.
• The Deputy Director assists in monitoring budgets associated with their events, preparing invoices for payment and reviewing account activity for events but has no signing authority for contracts or agreements.

Minimum Qualifications

A bachelor's degree and a minimum for four (4) to six (6) years of event production experience are required. Highly motivated self-starter with strong management, volunteer management, project development, strategic planning, and relationship/client management skills and experience is a must. Proficiency in MS Office and in event management tools including CVENT, Eventbrite, and/or similar systems is required.

Must have extensive experience developing innovative programming, managing alumni events, managing and developing volunteer leaders, and developing programs and providing strategic management to develop future volunteer leaders. Must have the unique ability to recognize the needs and interests of students and alumni and the experience and ability to develop curated programs to meet their needs.

• Demonstrated ability to work in a high pressure, fast-paced, and time-sensitive environment.
• Have demonstrated excellence in a variety of competencies including: project management, teamwork, analytical thinking, and client/customer awareness and service.
• Must possess the ability to effectively manage, lead, develop, and supervise staff.
• The ability to perform in an ever-changing environment, fast-paced, high intensity environment
• Possess the ability to be flexible, nimble, and prioritize, and manage multiple projects.
• Possess excellent analytical, organizational, interpersonal, oral, and written communication skills.
• Possess a high-level of attention to detail and active listening skills.
• Must be able to problem-solve, troubleshoot, and work independently in a dynamic team environment.
• Demonstrated ability to effectively partner with a diverse group of administrators and academic leaders.
• Must possess strong negotiation, issue resolution, and influencing skills.
• Must possess a passion for excellent customer service and a commitment to exceptional quality.

The successful candidate must be a strategic thinker, effective in moving forward agendas, politically savvy, and ensure the utmost discretion in all matters. The candidate should also possess an ability to work well with all levels of management, both internally and externally. This individual should be flexible in nature, possess sound judgment, be collaborative with external and internal partners and constituents, foster teamwork, and work toward the betterment of the entire organization. 

Some evening and weekend work required.

Preferred Qualifications

An advanced degree is preferred. Experience in a university, major cultural institution, or other comparable environment is desirable. Experience managing protocol for visiting delegations preferred. Demonstrated knowledge and/or prior experience with alumni relations programming in a university setting, including volunteer management, is preferred.

Other Requirements

Subject to business needs, the Office of Alumni and Development supports a hybrid work arrangement for this position. Options will be discussed during the interview process.

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.