Associate Director - Ambassadors Board & Fellows Society - 993261

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Primary Purpose:

Supports both the Ambassadors Board and the Fellows Society. Serves as the principal liaison with other university units, event sponsors and chairs and others for the planning, design and execution of Ambassadors Board programs including breakfast meetings, dinners and other events held during the fiscal year. Assists with administrative functions to support the organizations, including providing a high level of customer service and responsiveness to members and internal and external contacts to ensure efficient operations.

Job Category: Exempt

Hiring Range: 

Pay Basis:  Annually

Subject to Grant Funding? No  

Essential Job Functions: 

1. Works with the Senior Director of the Ambassadors Board , founders of these organizations, vendors, volunteers and others, with responsibility for planning, creating, coordinating and executing activities, meetings, and major events for their members, including monthly Ambassadors Board breakfast meetings, major events including a holiday party, golf tournament, recognition dinner, Fellows Society Celebration and induction ceremony event and others. Prepares post-event summaries to review any issues, ways to improve the events and lessons learned for review with the Directors.

2. Works with the AVP of Advancement Services and Operations to ensure membership records and lists in Banner are current, and Ambassadors Board membership dues and sponsorship gifts are billed to Ambassadors Board members, and collections are tracked, payments processed upon receipt; and thank you notes are sent.

3. Communicates directly with members by telephone, email and regular mail to maintain a high touch appreciative environment for members to ensure they are informed timely and their requests are addressed promptly and satisfactorily.

4. Works with the publications and printing offices to create, design, and produce accurate and time-sensitive meeting and event materials including electronic and mailed invitations, event programs, membership monthly rosters and annual membership photo directories, electronic membership application materials and other pieces.

5. Works closely with deans, development officers, public affairs and other contacts to identify and secure faculty and student speakers for programs and to ensure speakers are aware of the requirements for presentation at planned meetings and events; and arrange preview meetings with the faculty and guest speakers for the Senior Director of the Ambassadors Board.

6. Identifies and selects NSU calendared programs and events suitable for the Ambassadors Board C-Suite membership from the various university calendars and other contact sources; designs, compiles, produces and electronically distributes monthly Ambassadors Board selected NSU events calendar.

7. Assists the Senior Director of the Ambassadors Board, and the AVP of Advancement Services and Operations with other duties and requests as needed.

8. Plans and coordinates activities / functions within NSU as well as between NSU and external contacts to ensure execution of efficient and successful operations of special events.

9. Identifies and secures suitable venues for monthly breakfast meetings and major events, arranges for food and beverage, parking and security, order supplies and audio visual equipment, order event signage, order appropriate event to meet the quality expectations for the events.

10. Assists with preparing budgets and reviews periodic progress status with the Director for each event project.

11. Obtains, reviews and modifies vendor event contracts as needed to fit each event and members' expectations.

12. Manages each event and breakfast meeting to achieve quality outcome. Promptly addresses any behind-the-scenes problems and issues to achieve a seamless outcome.

13. Serves as liaison and primary contact with vendors on meetings and events-related matters.

14. Assists with managing on-site production set-up and takedown for events as necessary.

15. Closes out events by reviewing data and follow up on discrepancies to ensure billing accuracy.

16. Enters data and generates reports from NSU specific software systems to ensure accurate processing and record-keeping.

17. Manages organizations input to NSU online Calendars with new and appropriate updated information.

18. Plans and executes annual Fellows induction ceremony and a series of events to engage donors in university working with teams to ensure standards and protocols are upheld.

19. Administers support for activities of Fellows Society recognition program, to include the annual induction ceremony, recognition book, website and Fellows Monument.

20. Performs other duties as assigned.

Job Requirements: 

Required Certifications/Licensures: 

Preferred Qualifications: 

Is this a safety sensitive position? No  

Background Screening Required?  Yes  

Pre-Employment Conditions: 

Sensitivity Disclaimer: Nova Southeastern University is in full compliance with the Americans with Disabilities Act (ADA) and does not discriminate with regard to applicants or employees with disabilities and will make reasonable accommodation when necessary.

NSU considers applicants for all positions without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status or any other legally protected status.