Program Specialist 2

Position Information

Position Title

Program Specialist 2

Working Title

Alumni Engagement and Strategic Events Officer

Location

Olympia

EEO Statement

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, genetic information, disability, or status as a protected veteran. For more information regarding Evergreen's non-discrimination policies or to report discrimination, please visit the Affirmative Action and Equal Opportunity webpage at www.evergreen.edu/equalopportunity or contact the Affirmative Action and Equal Opportunity Officer at (360) 867-5371, Room 3102 Library Building, 2700 Evergreen Parkway NW, Olympia, WA 98505.

Union Represented

Yes

Overtime Eligible

Yes

Monthly FTE

1.0

Salary Step (minimum monthly amount)

$3,787.00

Salary Step (maximum monthly amount)

$5,060.00

Cyclic Position

No

Cyclic Details

n/a

Project Position

No

End Date

n/a

Special Note

This is a full-time, overtime eligible position in Advancement on the Olympia campus of The Evergreen State College.

Position Purpose

This position coordinates high-impact, purpose-driven programs and events that advance Evergreen's fundraising and engagement goals. This role strengthens lifelong relationships with more than 48,000 alumni, donors, and friends by serving as a key connector between alumni and the campus community. Through strategic outreach and meaningful programming, the incumbent fosters a culture of engagement that inspires giving, volunteerism, advocacy, and ambassadorship.

Nature and Scope

Reporting to the Associate Director of Alumni Engagement and Strategic Events, this position works under general supervision and is responsible for coordinating, implementing, and assessing alumni programs and strategic events from inception to completion. The position ensures an excellent, inclusive experience for constituents and strong collaboration with campus partners. This role works closely with alumni, donors, volunteers, Advancement staff, the President's Office, and campus units, applying industry best practices in alumni relations, events, and fundraising to support institutional priorities. The incumbent may lead student, temporary, and/or volunteer workers, perform others duties as assigned, and serve as a designee for the Associate Director as needed.

Essential Functions

Alumni and Donor Engagement (35%)

Event Planning and Coordination (40%)

• Plan, coordinate, and execute a wide range of events, including alumni, development, Presidential, board, college-wide, and regional events, both on and off campus.
• Serve as a key planner for major events, such as Return to Evergreen, Commencement receptions, the Art of Giving Gala, and others.
• Assist in the planning, coordination, and evaluation of a portfolio of President's Office events, collaborating with the President's Office as needed to ensure successful execution.
• In partnership with the Associate Director, develop, coordinate, and maintain a comprehensive calendar of events.
• Build and manage detailed timelines and checklists; provide regular updates to the Associate Director and Associate Vice President for Constituent Engagement.
• Coordinate all event logistics, including printed materials, audiovisual services, interpreters, catering, permits, decorations, parking, security, entertainment, speakers, media coverage, mailings, and on-site setup.
• Manage event budgets by making purchases, seeking pre-approval for expenses above set limits, maintaining financial documentation, reconciling expenditures, and resolving billing issues.
• Collaborate with internal and external partners, including vendors, organizations, and guests to resolve issues and ensure successful, high-impact events.
• Use surveys, attendance data, and other tools to evaluate event outcomes and inform future planning; identify and recommend areas for improvement.
• Arrange logistics for speakers and special guests as needed.
• In consultation with the Associate Director, generate guest and communications lists for approval; manage invitations and track RSVPs.
• Use Raiser's Edge and web-based tools to manage event registrations, build event pages and forms, and make content updates.
• Coordinate invitations to campus events hosted by other offices.
• Run errands as needed to support event execution.
• Handle last-minute changes with professionalism and tact to ensure smooth event delivery.

Alumni and Event Communications (15%)

• Create, refine, and distribute engaging alumni and event communications, including email campaigns, social media, direct mail, presentations, impact reports, and event materials.
• Write and edit compelling alumni and event-based communications; meticulously proofread and edit communications for clarity, grammar, punctuation, and tone.
• Develop and coordinate targeted email campaigns using mass marketing platforms; monitor performance metrics (e.g., open and click-through rates) to evaluate effectiveness and improve strategies.
• On behalf of the Associate Director, submit data requests and coordinate list reviews to support promotional and outreach efforts.
• Develop and maintain webpages for the Evergreen Alumni Network and events, ensuring content accuracy, user-friendly design, and alignment with institutional branding.
• Collaborate with Advancement and Marketing and Communications teams to align messaging and achieve strategic goals.

Volunteer Engagement (approximately 10%)

• Actively identify, recruit, train, lead, and steward volunteers for various events.
• Establish expectations and write and/or maintain volunteer policies and procedures for events as needed, including briefings and other instructional documents.
• Monitor, support, and motivate volunteers; in collaboration with staff leadership, address volunteer personnel issues, as needed.
• Maintain records and submit required personnel actions.

Additional Duties

Knowledge Skills and Abilities