Associate Director, Alumni Programs / Alumni Programs Assistant Director

Posted on 02/14/2023

Michigan State University

East Lansing, MI

The MSU Alumni Office advances Michigan State University by building pride and strategically fostering meaningful engagement of Spartans through connections, service and investment. We strive to inspire and empower Spartans to engage in lifelong relationships with Michigan State University and each other.

Reporting to the MSU Alumni Office Director of Alumni Programs, this position will develop and execute innovative programming for the Grandparents University and Coffee with the Profs programs initially, with additional flagship programs a possibility. The Alumni Programs Assistant Director will be accountable for the seamless execution of these programs through attention to detail and anticipation of needs and serve as a role model for efficiency, courtesy and excellent service. Additionally, this position will analyze data/metrics, produce reports, plus refine existing, and develop new systems and processes for the effective, efficient, and consistent tracking of information related to all flagship programs.

This position is fast-paced and requires working nights and weekends based on program needs.

Characteristic Duties and Responsibilities: 

Program/Event Management:

  • Manage event logistics and/or coordinate with Advancement Events.
  • Identify, recruit, and liaise with presenters/instructors for programs.
  • Monitor program enrollment and adjust marketing strategy as necessary.
  • Assist in development of collateral material for programs.
  • Develop partnerships to support and provide sponsorship of programs.
  • Evaluate programs in order to enhance future programs and disseminate information.
  • Staff events ensuring smooth operation using university staff, volunteers, community members, and past participants.
  • Develops materials to assist volunteers and staff with the effective execution of programs.
  • Work with and support volunteers as appropriate to provide the necessary oversight and follow-up to ensure successful and timely execution of relevant tasks.
  • Manage multiple projects simultaneously from conception to completion.

Systems and Operations:

  • Develop and assist with documentation and business processes/analysis for supported programs.
  • Assist with review, interpretation, and development of practices, procedures, and workflows.
  • Works with the director to determine ongoing systems and technical needs for the unit.
  • Collaborate with stakeholders in the development of solutions to process and systems issues.

Data Management and Reporting:

  • Gather and analyze data/metrics and produce reports related to flagship programming.
  • Gather and analyze data/metrics to assess success of completed programs, make recommendations and determine appropriate courses of action.
  • Assist with maintenance of program dashboard and budgets.
  • Ensure integrity of program-related data.

Communications/Interpersonal Relationships

Interacts with:

  • MSU donors and alumni – in order to provide services and information to them in the course of University Advancement events and serving thereby as a representative of Michigan State University.
  • MSU president, provost, vice presidents, executive managers, the Board of Trustees, and the staff of their respective offices – in order to exchange information regarding events.
  • MSU deans, directors, faculty, academic staff, and support staff – in order to collaborate on projects for the university and its colleges.
  • Personnel in various university departments in order to exchange information regarding the planning and producing of events for University Advancement.
  • Event contractors and vendors, including hotels, airlines, travel agencies, restaurants, caterers, musicians, designers, florists, audio-visual, and transportation companies, etc. – in order to coordinate and discuss information related to events.
  • Colleagues within University Advancement, including University Development, the MSU Alumni Office, and Advancement Services – in order to service the fundraising and advancement mission of the division.
  • Student Employees – in order to coordinate and check individual assignments.
  • Volunteers – in order to provide information and coordinate staffing.

Supervision Received: 

Direction is received from the MSU Alumni Office Director of Alumni Programs.

Supervision Exercised: 

May provide first level supervision over student employees, volunteers, community members, past participants and university staff in execution of programs.

Unit-Specific Education/Experience/Skills

Knowledge equivalent to that which normally would be acquired by completing a four-year college degree program in Education, Communications, Public Relations, Advertising or Marketing; three to five years of related and progressively more responsible or expansive work experience in planning and coordinating educational, institutional, non-profit and/or other alumni programs; or an equivalent combination of education and experience.

Desired Qualifications:

  • Experience planning large-scale programs involving multiple days, locations, events, and partners.
  • Knowledge of strategy and current trends, technology, and tools for programs/events.
  • Experience managing and maintaining data, including experience and competence using Excel.
  • Skills necessary to quickly evaluate trends in data and the ability to clearly communicate about them in oral and written form.
  • Excellent project management, organizational, and analytical skills.
  •  Excellent attention to detail and the ability to present a variety of strategies to solve a problem.
  • A team player with a passion for effective communication and customer service; good interpersonal skills; active listening skills.
  • Familiarity with higher education, alumni outreach, and student engagement.

Equal Employment Opportunity Statement:

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, age, disability or protected veteran status.

Required Application Materials:

Resume and cover letter

Together-we-will Statement:

The university is requiring all MSU students, faculty and staff to be vaccinated against COVID-19 with limited exceptions. Learn more at:

Special Instructions:

How to Apply: 

If you have any questions regarding this position, please contact Patricia Karam, Director of Recruitment at [email protected] All candidates must submit an application, resume and cover letter through the Michigan State University Human Resources web-based system, the URL for this website is Please indicate the position number 845605 when submitting your application.

Work Hours:

8 am – 5 pm with some evenings and weekends

Remote Work Statement:

MSU strives to provide a flexible work environment and this position has been designated as remote-friendly. Remote-friendly means some or all of the duties can be performed remotely as mutually agreed upon.

To apply for this job please visit