Special Events Project Director

About Hofstra

Hofstra University is nationally ranked and recognized as Long Island's largest private university located in Hempstead, N.Y. When you work at Hofstra, you join a team of talented professionals committed to preparing students for the challenges of tomorrow, in an environment that cultivates learning through the free and open exchange of ideas for the betterment of humankind. The work we do at Hofstra supports the education and well-being of our students, and the workforce of the future. While working towards this mission, employees can take advantage of many enriching experiences on campus. Whether it's a lunchtime lecture, a Division I NCAA athletics game, a musical concert, a theatre performance, or a visit to one of our two accredited museums, there is always something exciting to do at Hofstra. Enjoy the ease of going to the fitness center, taking a swim, or grabbing a bite to eat without having to leave our beautiful campus! Hofstra University is dedicated to recruiting and retaining a highly qualified and diverse academic community of students, faculty, staff, and administrators respectful of the contributions and dignity of each of its members. We especially encourage women, people of color, members of the LGBTQ+ community, veterans, and people with disabilities to apply.

Position Title Special Events Project Director Position Number 898311 School/Division Office of Vice Pres. of Development (division) Department Office of Development and Alumni Affairs Full-Time or Part-Time Full-Time Description

Reporting to the Executive Director for Alumni Affairs and Special Events, the Special Events Project Director plans, coordinates and implements fundraising, recognition, and University wide events such as dinners, receptions, dedications, and convocations.

Responsibilities include, but are not limited to:

• Responsible for Development and Alumni Affairs events including, but not limited to: Alumni Awards Dinner, Fall Festival, Hofstra Gala, Regional Events, NYC Holiday Party, Reunions, and Winter Homecoming.

• Manages all facets of these events, including logistics, intraoffice communications, venues, contracts, vendors, production, responses, finance, and external communications, ensuring seamless execution.

• Creates and oversees project timelines, tracking all components in alignment with the department's overall master planning and key milestones. Ensures efficient coordination and timely completion of tasks to deliver successful events.

• Maintains and coordinates a calendar of recurring annual events and timelines ensuring timely initiation of event planning.

• Develops comprehensive event budgets and proactively manages them throughout the planning process.

• Identifies cost-saving opportunities while maintaining high-quality standards. Regularly tracks expenses, reviews invoices, and provides financial updates to department leadership.

• Provides updates to the Associate Vice President on progress, timelines, contracts, funds raised and other key indicators on a regular basis.

• Provides prompt, detailed, consistent, and effective communication and project updates to campus partners and internal team as needed.

• Coordinates all financial aspects of the event including managing event budgets, creating invoices, completing profit and loss statements, recording all gifts and payments received around events, and ensuring payments to vendors.

• Manages all registration for events from ticketing website set up to follow up after event has concluded.

• Oversees and coordinates program logistics involving production schedules, facilities, equipment, program development, etc. working with internal and external partners.

• Manages the communication and schedule coordination with campus partners and administrators.

• Works with Marketing and Communications team to develop and execute printed materials for events.

• Creates and directs social media for events and programs.

• Prepares run of show, seating charts, menus, locations, nametags, and prepares leadership with relevant information.

• Following events, analyzes its success, and prepares reports.

• Serves as liaison to various volunteer and University committees, attends committee meetings and supports committee efforts, as appropriate.

• Performs other related duties as assigned.

Qualifications

• Bachelor's degree required.

• A minimum of 5 years of fundraising/event experience or project management experience, preferably in higher education.

• Candidate must demonstrate strong writing and communications skills and the ability to manage multiple tasks and assignments, work independently, and in a team environment.

• Be highly organized, detailed-oriented, and demonstrate initiative.

• Proficient with Microsoft Word, Excel, Access, and PowerPoint.

• Proficient in social media platforms such as Facebook, Instagram, Twitter, LinkedIn, and Hootsuite as well as mass email communications.

Preferred Qualifications

• Familiarity with Raiser's Edge NXT system a plus.

Special Instructions Deadline Open Until Filled Date Posted 05/21/2024 EEO Statement

Hofstra University is an equal opportunity employer, committed to fostering diversity in its faculty, administrative staff and student body, and encourages applications from the entire spectrum of a diverse community.

Salary/Salary Range $83,500

Additional Information

Hofstra University provides the above salary* as a good faith estimate of the starting pay range which considers factors such as (but not limited to) scope and responsibilities of the position, candidate's work experience and education. In addition to the salary offered, we offer a collegial and inclusive culture, and a benefits program which includes generous paid time off, paid holidays, tuition remission for employees and eligible dependents, and a retirement plan with University contributions.

• Salary ranges indicated for positions covered under a Collective Bargaining Agreement are in accordance with the CBA.