Engagement event specialist

Job Details:

Job Location: 201 CONOCOPHILLIPS - STILLWATER, OK

Position Type: Full Time

Education Level: 4 Year Degree

Salary Range: Undisclosed

Travel Percentage: Up to 25%

Job Shift: Day

Job Category: General Business

Job Title: Engagement Event Specialist

Reports To: Director of Engagement

FLSA Classification: Non-Exempt

Nature of Work

The OSU Alumni Association is seeking an Engagement Event Specialist who will assist with the planning, coordination, and execution of Alumni Association engagement-led events and programs. This position focuses on the operational and logistical elements necessary to deliver successful engagement opportunities for alumni and friends of the university. This individual will work across multiple engagement initiatives, providing event and program support that enhances alumni involvement and strengthens relationships with the university.

The Engagement Event Specialist serves as the primary staff liaison for college alumni societies and affinity chapters. The position collaborates with campus and internal partners to support engagement initiatives, strengthen alumni connections, and deliver meaningful experiences.

Responsibilities

• Coordinate and support Alumni Association engagement-led events and programs through planning, execution, and post-event follow-up, including:
• Coordinating day-of and behind-the-scenes event logistics
• Managing event registration and seating arrangements
• Preparing invitation and announcement lists
• Internal and external meeting coordination
• Coordinating staff and VIP travel logistics for respective events
• Working with vendors, caterers, and service providers to support event needs
• Assigning staff and volunteer roles and responsibilities
• Coordinating event supplies, materials, and equipment
• Serve as the primary liaison and support person for college alumni societies and groups, including:
• Leading the Coordinating Council, which contains representatives from academic colleges and university-affiliated alumni organizations
• Overseeing the Coordinating Council digital newsletter, including establishing deadlines, collecting materials and information from each unit, and distributing the newsletter as appropriate
• Attending college alumni society and group meetings
• Serve as the primary liaison and support person for affinity chapters (ROTC Army, ROTC Airforce, Band, Pistol Pete, and Rodeo), including:
• Supporting all engagement efforts such as assisting groups with scheduling meetings, planning reunions, special events, and fundraising initiatives
• Attending affinity chapter meetings
• Assisting with establishing new affinity chapters as appropriate
• Assist with newly established engagement events, fundraising initiatives, etc. as requested
• Perform other duties as assigned

Qualifications:

Job Competencies and Experience

Education Requirements: Bachelor's degree from an accredited college or university required. Preferred fields of study include event management, hospitality, communications, public relations, marketing, or a related field.

Experience: One or two years of experience in event coordination and/or working with volunteers is preferred.

Skills

• Ability to work in a fast-paced environment with multiple projects/deadlines and prioritize appropriately
• Experience coordinating events, volunteers, or constituent engagement activities
• Strong organizational and project management abilities
• Demonstrates ability to work independently and collaboratively in a team environment
• Highly detail-oriented with a strong focus on accuracy
• Effective written and oral communication skills; strong public speaking ability
• Self-motivated and task driven
• Demonstrated initiative, creativity, and strategic thinking
• Outstanding customer service skills in all interactions (in-person, phone, and email)
• Maintains professionalism and represents the Alumni Association positively in interactions
• Ability to build and maintain relationships with campus partners and alumni

Core Competencies

• Effective Communication: Transfers thoughts and expresses ideas clearly in individual and group settings.
• Execution & Initiative: Demonstrates a high level of initiative on assignments; expresses interest in achieving team success and contributing to overall goals.
• Teamwork & Interpersonal Skills: Develops cooperation and teamwork, working toward mutually beneficial solutions.
• Problem Solving & Judgement: Considers consequences and generates alternative solutions to overcome challenges.
• Adaptability: Responds positively to change and is willing to learn new methods to accomplish objectives.

Equipment Used

• Laptop computer
• Microsoft Outlook
• Microsoft Office Suite
• Ascend software or similar database systems

Work Environment

The position is in an office setting within the OSU Alumni Center. Events and activities may be held outside so there will be some outdoor exposure. Position requires availability to work nights and weekends as determined by event scheduling. Travel may be required in and out of state.

Physical Demands

• Ability to move about the workspace to access files and office equipment
• Ability to transport materials and equipment for events
• Ability to remain stationary and active for extended periods during events
• Ability to travel locally and occasionally out of town for events or meetings
• Ability to frequently lift and move items up to 50 pounds

Special Condition for Employment

Successful completion of a background check

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required for each employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.