The WestStar Leadership Program Manager supports the planning, coordination, and execution of leadership development programs, alumni engagement initiatives, marketing efforts, and administrative operations for WestStar Leadership at the University of Tennessee at Martin. This position is responsible for managing event logistics, coordinating communications, supporting alumni relations, maintaining social media and marketing initiatives, and providing operational and administrative support to program leadership. The Program Manager works collaboratively with participants, alumni, community partners, vendors, sponsors, and university stakeholders to ensure the successful delivery of high-quality leadership programming across West Tennessee. This role requires strong organizational skills, professionalism, attention to detail, effective communication, and the ability to manage multiple projects in a fast-paced environment while maintaining compliance with university policies and procedures. Regular travel throughout West Tennessee and physical event setup responsibilities are required as part of program operations.
Event Planning and Program Operations
- Coordinating event logistics including venue reservations, catering, transportation, audiovisual needs, room setup, guest accommodations, registration management, and event timelines.
- Assisting in the development and preparation of session agendas, itineraries, schedules, participant materials, and event communications as directed by the Assistant Director.
- Ensuring all event materials, supplies, technology, and participant resources are prepared, organized, and operational prior to the start of each event.
- Providing on-site operational support during all assigned events, including setup, breakdown, registration management, speaker assistance, troubleshooting, and participant support.
- Coordinating directly with speakers, committees, facilitators, vendors, sponsors, venues, and community partners regarding logistics, scheduling, contracts, and event expectations.
- Traveling throughout West Tennessee to attend planning meetings and event coordination activities.
- Driving UT Martin and/or personal vehicles for program-related travel and transportation of materials when necessary.
- Managing and monitoring all assigned contracts, vendor agreements, invoices, and event-related documentation to ensure compliance with university policies and deadlines.
- Maintaining accurate event records, attendance lists, schedules, and logistical documentation.
- Assisting with loading, unloading, transporting, lifting, carrying, assembling, and dismantling program equipment, supplies, signage, materials, and displays required for events and sessions.
- Performing physical event setup duties, including movement of tables, chairs, boxes, technology equipment, signage, hospitality items, and other event materials.
- Maintaining inventory and organization of program materials, supplies, promotional items, and event equipment.
- Ensure all pre-approval documentations are completed and approved prior to events as needed to remain in compliance with UT Martin policy.
Alumni Relations and Membership Management
- Cultivate and maintain relationships with program alumni, fostering a strong sense of community and engagement.
- Maintaining accurate alumni databases, contact information, membership records, and communication lists.
- Coordinating alumni meetings, receptions, networking opportunities, reunions, and engagement events.
- Preparing and distributing alumni invitations, registration materials, payment information, reminders, and follow-up communications in a timely manner.
- Tracking event RSVPs, registrations, attendance records, and membership payments.
- Managing and updating alumni membership records, including annual and lifetime memberships.
- Developing, designing, editing, and distributing alumni newsletters and electronic communications.
- Managing email distribution systems, text communication platforms, and alumni communication databases to ensure accuracy and consistency.
- Gathering alumni feedback and assisting with implementation of engagement strategies and program improvements.
- Traveling throughout West Tennessee to coordinate and support alumni engagement activities and meetings.
- Preparing invoices and payment documentation related to alumni dues, sponsorships, partnerships, and vendor services.
Marketing, Communication, and Social Media
- Assisting with development and implementation of marketing and recruitment strategies for WestStar Leadership programs and events.
- Managing and maintaining WestStar Leadership social media accounts, including Facebook, Instagram, LinkedIn, Twitter/X, and other assigned platforms.
- Creating, scheduling, and publishing social media content, promotional materials, event announcements, and engagement campaigns.
- Monitoring social media activity, engagement metrics, and audience interaction to improve communication effectiveness.
- Assisting with development and distribution of brochures, flyers, digital assets, presentations, and promotional materials in collaboration with university relations and program leadership.
- Supporting photography, video, podcast, and multimedia promotional efforts as assigned.
- Coordinating scheduling, logistics, promotion, and operational support for podcasts and media-related activities.
Administrative Support for Executive Director
- Managing calendars, meeting schedules, appointments, and travel arrangements.
- Preparing meeting materials, presentations, reports, correspondence, agendas, and program documentation.
- Drafting, proofreading, formatting, and editing professional communications and documents.
- Serving as a point of contact for program-related communications with participants, alumni, partners, vendors, and stakeholders.
- Maintaining organized electronic and physical filing systems for program records, contracts, financial documents, donor information, and administrative materials.
- Assisting with travel documentation, reimbursements, invoice processing, and operational paperwork.
- Serving as backup support to the Budget Coordinator, including familiarity with invoices, procurement processes, contracts, travel entry, and related administrative systems.
- Maintaining confidentiality and professionalism in all communications and records management.
- Responsibilities shall include all other duties as assigned.
Minimum Qualifications
- High School diploma and four years of experience in office management, event planning, or communications.
- Proven experience in event planning and management, preferably in a leadership development or educational context.
- Strong interpersonal skills with the ability to build and maintain relationships with diverse stakeholders, including program participants, alumni, and external partners.
- Excellent written and verbal communication skills, with experience in crafting compelling marketing copy and engaging social media content.
- Proficiency in project management tools and platforms, as well as Microsoft Office suite and social media management tools.
- Creative thinker with a strategic mindset and a passion for leadership development and community engagement.
Preferred Qualifications
- Bachelor's degree
- Knowledge with FileMaker Pro, PerfectForms, GoogleForms, Teams, Survey Pro, MarketPlace, Virtual Platforms, and Mail Chimp.
Application Process: Applicants must apply online and attach a cover letter and resume
Application Deadline: Applicant review will begin immediately and continue until a candidate has been identified
Minimum hiring rate $18.13 per hour (Market Range 07) – Salary commensurate with education and experience.
Application Process: Applicants must apply online and attach a cover letter and resume.
Application Deadline: Applicant review will begin immediately and continue until a candidate has been identified.
Minimum hiring rate $18.13 per hour (Market Range 07) – Salary commensurate with education and experience.
