Job Description

Note for Current UM Employees

Current employees must apply internally via ConnectU >   connectu.olemiss.edu

The University of Mississippi

"The University of Mississippi — fondly referred to as Ole Miss — stands as a premier public research institution with a proud legacy of academic distinction. We are devoted to nurturing a vibrant, inclusive community where every member — student, faculty, and staff — can achieve their fullest potential.”

Department Summary

The Office of Alumni Affairs is a team of professionals who work with academic and non-academic units to organize events and services that keep alumni and friends connected to the University of Mississippi. This role works with our engagement team to help assist in planning events as well as handle day to day front of office departmental necessity. 

Role Specifications

Below you will find classification and compensation information. For additional details behind the University of Mississippi classification system please visit Human Resource Compensation Page

Family - Facilities Operations

Sub-Family -  Events Operations

Career Track / Level -  O1

Grade - 1

Role Summary

Supports service delivery for events using established policies and procedures, in order to meet customer need and ensure event compliance with institutional policy and conference guidelines.

The Special Events Assistant plays a vital role in the Office of Alumni Affairs, supporting a wide range of office operations and event planning initiatives. Responsibilities include front-of-office tasks such as answering phones, greeting visitors, and opening and closing the office, as well as assisting with the planning and execution of signature alumni events, including the Law Hall of Fame, MClub Hall of Fame, reunion weekends, and other special gatherings.

This position requires good written and verbal communication skills, a professional and welcoming demeanor when interacting with guests in person and over the phone, and the ability to quickly learn and utilize office technologies. The ideal candidate is detail-oriented, organized, and enthusiastic about contributing to a dynamic, event-driven environment.

Examples of Work Performed

• Assists with planning, organizing, and implementing alumni events, meetings, programs, and reunions.
• Overseeing Alumni Brick Program
• Coordinates and manages the day-to-day operations of assigned projects.
• Establishes and maintains relationships with clients and vendors.
• Meets with clients to gather information and details for event.
• Assists and oversees the preparation, organization, set-up and break down for alumni events.
• Schedules events and coordinates logistics for travel.
• Assists with budget preparations for alumni events.
• Creates, processes, and maintains event and meeting registrations in databases and online event software.
• Prepares and analyzes reports for internal and external use.
• Represents the university at various board and alumni chapter meetings and events.
• Provides clerical and administrative support in managing the daily operations of the department.
• Reviews contracts and attrition clauses and makes recommendations.
• Serves as a liaison with internal and external customers.
• Cultivates relationships for the Alumni Association and promotes membership.
• Coordinates and disseminates promotional materials to alumni, friends, parents, and students.
• Compiles information and prepares agendas, minutes, and reports for meetings.
• Performs similar or related duties as assigned or required.

Essential Functions

These essential functions include, but are not limited to, the following. Additional essential functions may be identified and included by the hiring department.

1. Schedules logistics and secures resources for all aspects of events including space, vendors, and staff.
2. Coordinates details and resolves operational issues.
3. Greets customers/guests, assists with registration, answers questions, refers complex issues to appropriate entities.
4. Maintains and updates departmental inventory.

Minimum Education/Experience

Education: High School or Equivalent

Experience: N/A

EEO Statement

The University of Mississippi provides equal opportunity in any employment practice, education program, or education activity to all qualified persons. The University complies with all applicable laws regarding equal opportunity and affirmative action and does not unlawfully discriminate against any employee or applicant for employment based upon race, color, gender, sex, pregnancy, sexual orientation, gender identity or expression, religion, citizenship, national origin, age, disability, veteran status, or genetic information.

Minimum Physical Requirements

Physical Requirements: These physical requirements are not exhaustive, and additional job-related physical requirements may be added to these by individual agencies on an as needed basis. 

Corrective devices may be used to meet physical requirements.

Physical Exertion: The incumbent may be required to lift up to approximately 10 pounds.

Vision: Requirements of this job include close vision. Speaking/Hearing: Ability to give and receive information through speaking and listening.

Motor Coordination: While performing the duties of this job, the incumbent is frequently required to talk and hear; and use hands to finger, handle, or feel. The incumbent is periodically required to sit. The incumbent is occasionally required to stand; walk; and reach with hands and arms

Interview Requirements: Any candidate who is called for an interview must notify the Department of Equal Opportunity/Regulatory Compliance in writing of any reasonable accommodation needed prior to the date of the interview.

Background Check Statement

The University of Mississippi is committed to providing a safe campus community. UM conducts background investigations for applicants being considered for employment. Background investigations include a criminal history record check, and when appropriate, a financial (credit) report or driving history check.

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