• Manage functional logistics for all AGAR-managed boards including, but not limited to, alumni, young alumni, parent (PLC), student (Union), faculty/staff, and 3 additional alumni affinity boards. Collaborate with colleagues to execute all annual recruitment and onboarding tactics, including those related to nominations and term expiration. Orchestrate logistics for approx. 24 board meetings annually – including managing RSVPS, producing/collecting and distributing printed or electronic meeting agendas, minutes, PowerPoint slides, presentations, training handbooks and other documents. Coordinate and execute catering, parking, A/V, and other functional meeting needs.  Produce briefing materials for senior leadership as needed. Execute standard follow-up, including recording distributing attendance lists, minutes, action items and other relevant meeting recaps to volunteers and colleagues. Strategically align and seamlessly orchestrate activity to provide consistent, efficient execution across all managed entities. Make suggestions, as appropriate, to further streamline processes.
• Work with internal & external colleagues to manage & execute all event logistics (in-person and virtual) for Black, Hispanic & Asian-alumni programs, student philanthropy council, young alumni, faculty, staff & parent philanthropy programs. Events include up to 30 regional student send-off parties and admitted student receptions, 8 donor receptions, quarterly tours, workshops, trainings & small galas for specific constituencies.
• Work with AGAR, MarCom and Development Systems teams to request necessary data and creative for specific event marketing outreach. Collaborate on direct marketing sends to prospective attendees, personally executing smaller event and meeting invitations, as appropriate. In consultation with AGAR colleagues, manage all event logistics including venue selection, space & speaker scheduling, contracts/payments, food/beverage needs, registration lists. Prepare framework for event scripts and digital assets, as needed. Produce awards, attendee supplies such as nametags, and other giveaways, as needed.
• Track event RSVPS/meeting attendance, volunteer participation and other activity using various database systems. Submit data for CRM database integration, regularly updating parties within AGAR and DEA, especially project leads to facilitate strategic next steps. Follow best practices for the management, use, and governance of the constituent engagement reporting systems, ensuring quality assurance, data integrity and timely updates related to board and volunteer management other activity related to engagement metrics managed through AGAR team. Produce relevant reports to compliment any board meeting or event needs. Ensure volunteer records and by-laws are updated and recorded in appropriate databases.
• Provide administrative support for team and director, including scheduling meetings. Collaborate with colleagues to ensure internal and external calendars are synced and updated on multiple platforms (i.e., Outlook, Airtable, etc.) as needed. Manage AGAR phone lines, as appropriate. Ensure prompt processing of misc. procurement card purchases, deposits and general account reconciliation. Process contracts, invoices & purchasing orders for payment. Product monthly financial reports for director.
• Other duties as assigned.
• Position requires occassional evening and weekend work for events and meetings held on weekends and after-hours

A high school diploma or equivalent is required. Bachelor’s degree is preferred. Degree in Marketing, Communications or Public Relations is preferred.

A minimum of one year of work experience providing administrative support is required.

Experience with administrative support managing multiple multi-faceted meetings for boards/committees/volunteers, preferred. Experience with budgets, financial reconciliation is desirable. Professional experience managing multi-faceted complex events, strongly preferred. Work experience or volunteer experience on a board/committee within the non-profit sector, a plus

Knowledge, Skills and Abilities:

Deadline to Apply: March 4, 2022

EEO Statement:

SMU will not discriminate in any program or activity on the basis of race, color, religion, national origin, sex, age, disability, genetic information, veteran status, sexual orientation, or gender identity and expression.

Benefits:

SMU offers staff a broad, competitive array of health and related benefits. In addition to traditional benefits such as health, dental, and vision plans, SMU offers a wide range of wellness programs to help attract, support, and retain our employees whose work continues to make SMU an outstanding education and research institution.

SMU is committed to providing an array of retirement programs that benefit and protect you and your family throughout your working years at SMU and, if you meet SMU’s retirement eligibility criteria, during your retirement years after you leave SMU.

The value of learning at SMU isn’t just about preparing our students for the future. Employees have access to a wide variety of professional and personal development opportunities, including tuition benefits.