The North Dakota State University Foundation seeks mission-driven individuals interested in joining a growing team dedicated to connecting people, developing partnerships, teamwork, accountability, transparency, stewardship, communication, and service. The Foundation invites candidates for an Assistant Director of Events and Programs, full-time non-exempt (hourly) position. Possible titles are Assistant or Associate Director and will be determined based upon qualifications.
The North Dakota State University Foundation is a separate 501(c)(3) organization which exists to maximize advocacy and philanthropy to support NDSU. We connect people who are passionate about NDSU and improving the lives and outcomes of North Dakotans and the world. We are an organization of sixty-five team members and growing. If you enjoy non-profit work, are inspired by our mission, love to collaborate with your colleagues, and are ambitious to develop as a professional, we welcome you to apply.
Our team members enjoy a highly competitive total compensation package including company paid health insurance, a defined contribution account funded at 9.5%, generous paid time off, abundant professional development opportunities, plus elective dental and vision plans.
This position may be eligible for hybrid work following a period of onboarding.
This position will remain open until filled. To be considered, applicants must apply online through the NDSU Foundation employment site (https://www.ndsufoundation.com/employment) and include a cover letter and resume.
Position Summary:
This Assistant Director of Events and Programs will plan, manage, and execute NDSU Foundation’s outreach events and activities. They will provide meeting and event planning support services to university, private, and corporate clientele as needed. This position works collaboratively with other Foundation staff and campus faculty/staff to develop and implement events, which support Foundation objectives. Schedule includes travel as well as evening and weekend assignments.
Essential Duties and Responsibilities:
- Event Management
- Work cooperatively with internal and external clients to plan and execute alumni and donor experiences
- Support the procurement and negotiation of contracts for high-quality meetings and events, including but not limited to: space, guest room accommodations, ground transportation, décor, entertainment, food beverage, audio visual equipment
- Provide logistical support for all aspects of meetings and events (i.e. physical setup/layout, menu planning shuttle service, parking, etc.)
- Communicate and manage event volunteer committees regarding meetings, agenda items, setting and reaching committee goals and providing event updates.
- Create and monitor event and meeting planning timelines and work collaboratively to align with associated project timelines
- Work collaboratively with Foundation staff to create an engaging and meaningful program
- Manage panelists, speakers, sponsors and other special guests related to the event program
- Provide on-site support for meetings and events which may include overnight/weekend travel to and from events
- Manage and maintain equipment and materials for events/activities
- Assist with establishing the event registration processes
- Work with senior leadership to create curated event invite lists
- Collaborate with the Marketing Communications team to develop dynamic and creative marketing strategies and materials to enhance events and activities
- Manage specific event software to execute various events
- Constituent Relations
- Provide exceptional customer service to internal and external clients
- Demonstrate a cooperative and courteous manner toward staff, constituents, alumni, families, and visitors, in person, by phone and electronically
- Independently manage a wide variety of inquiries from internal and external constituents
- Schedule and oversee staff, alumni, and volunteers for event support
- Attend Foundation sponsored activities/events to ensure a high-quality participant experience
- Assist and collaborate with NDSU partners on college/department activities and events
- Administration
- Utilize established tools and processes to initiate events and track planning steps
- Maintain knowledge of registration and database tools to support event activities and assist with entry as needed
- Document event planning activity and execution outcomes
- Work within meeting and event budgets
- Maintain and report on revenue and expense information
- Draft routine correspondence and memoranda
- Suggest areas for process improvement and assist in making improvements when appropriate
- Demonstrate an understanding of and effectively utilize organizational administrative policies and procedures
- Support a service-oriented atmosphere in accordance with the Foundation’s mission, values and philosophy
- Adhere to policies and procedures
- Maintain strict confidence of non-public Foundation information
- Develop and maintain own competence; seek opportunities for continued learning and professional development
- Assist with prudent management of Foundation resources
Essential Functions:
- Set priorities, develop a work schedule, monitor progress towards goals, and track details/data/information/activities
- Efficiently operate a personal computer and associated software (Outlook, Word, Excel, etc.)
- Maintain files accurately, in paper and in software programs
- Maintain records and prepare reports
- Handle multiple tasks simultaneously
- Plan, prioritize and meet deadlines
- Establish and maintain positive working relationships with others both internally and externally to achieve the goals of the organization
- Interact in an effective and appropriate manner with diverse populations, internal staff, University community and the public
- Work cooperatively and effectively with others to resolve problems and make decisions that enhance organizational effectiveness
- Maintain confidentiality of records and information
- Display excellent judgment and decision making
- Follow through on projects with little supervision
- Identify and address problems
- Speak, listen, and write in a clear, thorough, and timely manner using appropriate and effective communication tools and techniques
- Prompt and reliable attendance
- Demonstrate support of the Foundation’s mission and beliefs
Minimum Qualifications:
- Minimum one year of experience in event planning or related transferrable role
- Exceptional customer service skills
- Demonstrated experience collaborating and communicating with a diverse population
- Proven ability to lead and direct volunteers and peers
- Excellent time management, organizational skills and ability to handle multiple projects and deadlines
- Excellent attention to detail and quality
- Strong written, verbal, and interpersonal communication skills
- Ability to travel and work a flexible schedule dependent upon events/activities
- Demonstrated proficiency with technology to include Microsoft Office and audio-visual equipment
Preferred Qualifications:
- Bachelor’s degree in marketing, hospitality management or related
- CPR/First Aid certification
- Event planning certification
- Experience with Salesforce , customer relationship management software, event management software, or similar systems
Physical and Mental Demands:
Ability to safely lift objects up to 40 lbs.; climb stairs and manage long periods of standing and physical movement. Ability to set tables and chairs for events. Must have familiarity with audio-visual equipment. Ability to drive and secure supplies and meet with clients.
The position description is not intended to be an all-inclusive list of job responsibilities, duties, and requirements: but to describe the standard level of work being performed. Employees may be required to perform other duties as assigned or as required by the needs of the business. The NDSU Foundation reserves the right to add or change the duties of the position at any time.
The NDSU Foundation does not discriminate on the basis of age, color, gender expression/identity, genetic information, marital status, national origin, physical or mental disability, pregnancy, public assistance status, race, religion, sex, sexual orientation, status as a U.S. veteran, or participation in lawful activity off the employer's premises, as applicable.
