Graduate Assistant for Event and Reunion Programming

Working Title: Graduate Assistant for Event and Reunion Programming

State Role Title: N/A

Position Type: Graduate Assistant

Position Status: Part-Time

College/Division: Constituent Engagement and Sustained Giving

Department: 300114 - Homecoming

Pay Rate: Stipend

Beginning Review Date: 05/01/2024

Specify Range or Amount:

Is this a JMU only position? N/A

Is this a grant-funded position? No

Is this a Conflict of Interest designated position? N/A

About JMU:

Located in the heart of Virginia’s beautiful Shenandoah Valley, the city of Harrisonburg is approximately 120 miles from Washington, D.C. and Richmond, VA. With a population of just over 53,000, Harrisonburg is one of the most diverse communities in the Commonwealth of Virginia. JMU is a selective, public institution with a growing national reputation for offering experiences that lead to an outstanding education and inclusive environment for students, faculty and staff. The student body includes approximately 20,000 undergraduate and 1,900 graduate students, with over 1,000 full-time instructional faculty.

General Information:

James Madison University (JMU) Office of Alumni Relations is accepting applications for a Graduate Assistant. This is a two-year position, August-May, contingent on performance and academic program requirements. The position includes 9 tuition credits per semester (fall and spring). A stipend will be provided per semester. The candidate will work approximately 20 hours per week. Potential to work some nights and weekends.

The candidate must be in the process of obtaining a master’s degree at James Madison University and possess a strong desire to contribute to the planning and execution of alumni-related events, with a focus on reunion programming. Successful candidates should possess strong project management skills, proven interpersonal and organizational skills, and experience with event management.

Duties and Responsibilities:

Events Operations (70%)
• Work with alumni groups from first-idea through implementation and assessment of their reunion
• Collaborate on logistical arrangements for reunion events and other alumni gatherings, ensuring smooth execution, including space reservation, vendor management and budget oversight
• Assist in coordinating and managing event logistics for significant on-campus events, including Homecoming, Bluestone Reunions, Alumni Awards, and Legacy-related events.
• Research, prospect and sell sponsorships for major, signature alumni events
• Oversee administrative details before, during, and after events, including setup, breakdown, and wrap-up
• Familiarize oneself with various office technology systems such as iModules, Advance and Cognos
• Work on other projects as assigned

Marketing & Communications Support (10%)
• Work in collaboration with the rest of the Alumni Team to execute marketing and communications plans for events
• Ensure event messaging aligns with broader JMU Alumni Association branding efforts
• Create and deploy blast emails to alumni reunion groups as necessary
• Create simple graphic using Adobe Creative Suite or Canva as needed
• Uphold the overall brand and identity of the university and the JMU Alumni Association

Relationship Management (10%)
• Foster a positive and inclusive office culture by building trusting partnerships with alumni team members and campus partners
• Maintain regular communication with internal and external stakeholders, providing updates and coordinating schedules
• Assist in managing expectations, setting realistic goals, and ensuring events adhere to office, university, and JMUAA protocols
• Facilitate communication with key stakeholders regarding event participation and scheduling

Function as a Member of the Alumni Relations Team (10%):
• Collaborate with the Assistant Director for Events and Operations on event planning and implementation.
• Administrative and operational support for the Office of Alumni Relations
• Participate in Alumni Relations staff meetings, bi-weekly 1:1 meetings with supervisor and professional development opportunities as able
• Other departmental duties as assigned

Qualifications:

Required:
• Bachelor’s degree
• Acceptance in the James Madison University Graduate School
• Event planning and management experience
• Ability to work independently, take initiative and complete work tasks with minimal direction
• Effectiveness in written, verbal and interpersonal communication
• Proficient with Microsoft Office
• Comfortable with technology and willingness to be trained in the office’s various technology systems (iModules, Advance, Cognos)
• Able to work within the JMUAA brand and identity
• Familiar with JMU

Preferred
• Understand the unique needs and priorities of different events
• Competency in budgeting, financial management and securing sponsorships for events
• Ability to adapt to changing circumstances and thrive in a fast-paced, dynamic environment
• Capacity to develop creative event concepts and innovative solutions that align with institutional goals
• Must be approachable, able to manage multiple tasks and meet deadlines
• Ability to work some nights and weekends
• Potential for some independent travel
• Ability to carry 50 pounds
• License to operate a motor vehicle

Conditions of Employment:  

Students may apply to a graduate assistantship prior to being accepted into a graduate program. However, to be eligible to receive an assistantship upon entry into a graduate program, the following criteria must be met:

The student must be conditionally or unconditionally accepted into a graduate program. Students who are provisionally accepted will not be eligible until they achieve conditional or unconditional acceptance into their program.

The students must have an official transcript on file indicating completion of a baccalaureate degree from an accredited institution or agency

After receiving an assistantship, the student must maintain at least a 3.0 graduate GPA in order to retain or reapply for the assistantship.

These are minimum criteria. Graduate program coordinators have the right to impose additional criteria if they see fit.

Additional Posting Information:

EEO Statement:

James Madison University is committed to creating and supporting a diverse and inclusive work and educational community that is free of all forms of discrimination. This institution does not tolerate discrimination or harassment on the basis of age, color, disability, gender identity or expression, genetic information, national origin, parental status, political affiliation, race, religion, sex, sexual orientation or veteran status.

We promote access, inclusion and diversity for all students, faculty, staff, constituents and programs, believing that these qualities are foundational components of an outstanding education in keeping with our mission. The university is interested in candidates whose experience and qualifications support an ongoing commitment to this core quality.

Anyone having questions concerning discrimination should contact the Office for Equal Opportunity: (540) 568-6991.

Reasonable Accommodation:

If you are a student with a disability and need assistance please contact the Office of Disability Services at (540) 568-6705 or disability-svcs@jmu.edu. You may also visit the Office of Disability Services, located in the Student Success Center, Suite 1202 and they will be happy to assist you.