Events, Communications and Alumni Coordinator

Position Details

Position Information

Position Title
Events, Communications and Alumni Coordinator

Pay Grade Level
G-15

FLSA
Non-Exempt

Benefits

Health, dental, vision, life, short-term and long-term disability insurance, flexible spending and dependent care accounts, health savings accounts, Michigan Public School Employees Retirement Systems, TIAA 403(b), generous sick and vacation time, paid holidays, modified summer schedule, YMCA membership, Wellness Program, tuition reimbursement and professional development support.

Department
Events

Campus Location
Escanaba

Min Salary
$19.68

Max Salary
$23.15

FTE

1.0

Full-time/Part-time
Full-Time

Position Type
Staff

Job Summary/Basic Function

The Events, Communications & Alumni Specialist is the community face of Bay College, developing and maintaining strong community and cooperative partnerships by managing community events on campus, expanding cultural enrichment opportunities, inspiring marketing communications and engaging alumni.

Minimum Qualifications

• Associate’s degree in business, management, marketing, journalism, communications, public relations, event planning or a related field
• Minimum of two years of experience in an educational environment, event planning, communications, marketing public relations or similar environment
• Strong writing, customer service, relationship building, professional communication and the ability to think and act strategically
• Demonstrated ability to work with current technology, adapt to change, coordinate events/projects and maintain well-organized workflows/processes
• Proficient with computer applications, database administration, email marketing, digital communications, web content, and social media (Facebook, LinkedIn)
• Software skills at an intermediate to advanced level including MS Office Suite (Word, Excel, Powerpoint)

Preferred Qualifications

• Bachelor’s degree in related field

Months Per Year
12

Hours Worked Per Week
40

Work Schedule
Typical hours are Monday – Friday between 8:00 AM - 5:00 PM. This position will flex hours to work some evening and weekend hours based on event schedules.

Supervision Exercised

Supervision Received

Advancement Services Manager

Work Environment

Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is exposed to weather conditions prevalent at the time. The noise level in the work environment is usually moderate, but may be loud in areas of equipment operation.
The above statements are intended to describe the general nature and level of work being performed by personnel assigned into this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified. Job related functions may be performed with or without accommodations.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Travel requirement

Job Duties

Job Duty

Event Services

• Manage all aspects of designated external-facing campus event space and community reservations utilizing the College’s event management system ( EMS ), including: assessment of risk, contracts negotiation and creation, maintaining and adhering to the College’s policies and procedures, accurate customer invoices, and the coordination of catering, facility, and technology services.
• Manage community non-academic reservation inquiries, process external reservation requests and provide support to the West Campus reservation coordinator.
• Provide a high level of service throughout pre-event, event and post-event, including extensive communication and customer service.
• Maximize revenue by securing event opportunities on campus, through the development and maintenance of strong customer relations, marketing, competitive pricing/packaging and the execution of timely communications.
• Report and analyze facility monthly and annual usage, including comparisons, trends to improve operations and more effective space usage recommendations to leadership.
• Execute and implement Bay College employee training on all modalities of the College’s event management system ( EMS ), ensuring employees are capable of reserving space on campus and corresponding services such as catering, setups and technology.
• Develop and implement marketing strategies that promote campus event space and the amenities available to the community at large, including businesses, government, and non-profit entities from across the UP, Michigan and beyond.
• Manage and review revenue and expenses of the College’s events line-up to maintain corresponding budgets.
• Manage process and maintain event details within the College’s Master Calendar ensuring proper web display, ticketing links, scheduling and awareness of events at large, both internal and external events.
• Support Foundation and Advancement department event initiatives.

Job Duty

Communications Leadership

• Develop content and clearly communicate college-wide news and happenings through content creation, media releases, social engagement and other external communication channels.
• Manage the college media release process, including the implementation of best practices, writing consistency/messaging, verify and update media contacts, strategically publish across social and digital platforms, including engagement with the College website and social media sites.
• Encourage the creation of media releases across campus to increase community awareness, diversity educational opportunities and involvement.
• Identify strategic partnerships that increase media relations and grow the College’s presence in the community and attract positive media attention.
• Coordinate and execute all communication and promotional efforts for the College’s annual Community Satisfaction Survey to increase community awareness and participation.

Job Duty

Cultural Enrichment

• Oversee arts and culture event marketing, including the management of email communications, digital communications and social media events promotion.
• Promote college-sponsored events, including the publication of content on community calendars/ websites, local chamber blasts, community digital signage, social media, newspapers, TV and radio.
• Seek opportunities and procure cultural-enrichment talent to campus with the Besse Center manager and support events, including event introductions.
• Manage and market Lunchtime Live! summer event series.
• Identify current students, alumni, and board members to portray stories in digital campaigns and present online.
• Point of contact and coordinator for college interviews with local media outlets.

Job Duty

Alumni Engagement

• Develop and implement a sustainable action plan to increase alumni engagement.
• Manage alumni database to track strategies, record activities and maintain current alumni information.
• Create and publish alumni focused digital and email marketing content, share on social media platforms and manage the college’s LinkedIn account and email marketing platform – Constant Contact.
• Develop alumni networking events and other opportunities to connect alumni with the College and students.
• Manage the Bay College Alumni volunteer board by providing direction and administrative support through the scheduling of meetings, setting agendas, recording minutes, and preparing relevant information.
• Lead the College’s Alumni of the Year award process, including the implementation of yearly communication plan, media releases, and scheduling of commencement participation.

Job Duty

Perform other duties as assigned to support the mission of Bay College

Department Information

Contact(s)

Beth Berube, Director of Human Resources
Shena Meffer, Human Resources Specialist

Contact Phone/Extension
906-217-4016

Contact Email
hr@baycollege.edu

Contact Fax
906-217-1625

Posting Detail Information

Posting Number
S150P

Posting Date
09/07/2023

Close Date

Open Until Filled
Yes

Special Instructions to Applicants

Target application deadline is September 21, 2023

Quick Link for Internal Postings
https://careers.baycollege.edu/postings/1732
Documents Needed to Apply
Required Documents

1. Resume
2. Cover Letter

Optional Documents

1. Other Document

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * How did you hear about this employment opportunity?
   • Public Job Posting
   • Internal Job Posting
   • Agency Referral
   • Advertisement/Publication
   • Personal Referral
   • Website
   • Other
2. * What is the highest level of education attained?
   • GED
   • High School Diploma
   • Associates Degree
   • Bachelors Degree
   • Masters Degree
   • PHD
3. * How many years of experience do you have in this type of position?
   • 0-1
   • 1-3
   • 3-5
   • 5-7
   • 7+
4. How proficient would you rank your technology skills with various computer software applications and database management?
   • Not proficient
   • Somewhat proficient
   • Proficient
   • Very proficient