Event Management & Volunteer Coordinator

Organizational Description: 

University Advancement ensures that a strong and consistent brand inspires and deepens the University’s bond with the public it serves. As such, it advances the brand objectives (and ultimately those of the University Strategic Plan) by executing best communications practices.

Overview: 

Under the general supervision of the Director of Engagement at the Fresno State Alumni Association (FSAA), the Event Management and Volunteer Specialist is responsible for independently managing the development and implementation of all FSAA events. This position will also oversee an integrated volunteer program to meet campus needs. These functions serve the purpose of outreach and engagement on behalf of the FSAA and the University to alumni, students, friends, and the community. 

With minimal oversight, assists with formulating, executing and evaluating program goals, long-term planning and budgets in reference to FSAA events and volunteer engagement. Connects volunteers with opportunities on campus to support the FSAA’s and University’s programs and services. This may include directly managing volunteers for FSAA programs and services, and providing guidance, support, resources, and tools to university staff who supervise volunteers. Represents the FSAA and/or the University at on and off-campus meetings, conferences, and events as needed. 

Establish relationships and work collaboratively with the representatives of the eight schools/colleges, athletics, student affairs, graduate studies, Henry Madden Library, and other university staff to create mutually beneficial event and volunteer opportunities among alumni, friends, and current students of the university. 

Position Summary: 

FSAA Event Management: 

  • Provide project leadership in developing, implementing, and evaluating special events for the FSAA, including but not limited to: The Top Dog Alumni Awards Gala, tailgates, Vintage Days, community events, and Fresno State Alumni Board of Director events
  • Provide project leadership, working with various cross-campus stakeholders, managing all aspects of the Top Dog Alumni Awards Gala including recipient nomination and selection, maintaining a budget, developing a communications plan, volunteer cultivation and management, sponsorship deliverables, interaction with internal and external communities, developing and implementing timelines, and working with key community members and organizations
  • Act as an events liaison to the FSAA Chapter/Club/Network alumni engagement program, consulting in the planning, development of event resources, event management, registration, and marketing of Chapter/Club/Network events
  • Develop and manage the FSAA budget related to event management
  • Conduct ongoing evaluation of FSAA events, implement improvements as necessary
  • Serve as a staff liaison on relevant FSAA and university committees
  • Manage post-event reporting and tracking to align with strategic framework in the cultivation and stewardship of FSAA and university donors
  • Develop and execute marketing strategies for special events
  • Ensure that all financial aspects of events are in compliance with FSAA and university policies and state and federal laws
  • Other related duties as assigned

Volunteer Engagement: 

  • Develop goals and objectives for volunteer engagement, which reflect the mission of the University
  • Develop and manage the FSAA budget related to volunteer management
  • Develop, implement, and review policies and procedures, which guide the volunteer program
  • Establish recruitment and retention strategies to ensure long-term sustainability
  • Evaluate the risks associated with volunteer positions, take appropriate action to control risks, and ensure that volunteer activities are in accordance with all appropriate legislation and regulations
  • Develop and implement a volunteer orientation protocol for potential volunteers to ensure the best match between the skills, qualifications, and interests of the volunteers and the needs of the organization
  • Develop and implement marketing plans to grow the base of volunteers
  • Work with appropriate staff to identify volunteer assignments that provide clear position descriptions compliant with FSAA and university policies
  • Plan and implement formal and informal volunteer recognition activities to recognize the contribution of volunteers to the organization
  • Other related duties as assigned

Lead Oversight Responsibilities: 

  • Directly train and supervises student assistants, interns, and volunteers, ensuring compliance with policies, procedures, and applicable laws
  • Plan, assign, and direct work of student assistants and interns; addressing complaints and resolving problems
  • Train staff to work effectively and cooperatively with volunteers
  • Train staff to carry out various event related activities including list management, budgeting, logistical planning, and related project management tasks
  • Other related duties as assigned