WestStar Leadership Development Program Manager

Responsibilities

• Coordinating event logistics including venue reservations, catering, transportation, audiovisual needs, room setup, guest accommodations, registration management, and event timelines.
• Aiding in the development and preparation of session agendas, itineraries, schedules, participant materials, and event communications as directed by the Assistant Director.
• Maintaining all event materials, supplies, technology, and participant resources prepared, organized, and operational before each event.
• Providing on-site operational support during all assigned events, including setup, breakdown, registration management, speaker assistance, troubleshooting, and participant support.
• Coordinating directly with speakers, committees, facilitators, vendors, sponsors, venues, and community partners regarding logistics, scheduling, contracts, and event expectations.
• Traveling throughout West Tennessee to attend planning meetings and event coordination activities.
• Driving UT Martin and/or personal vehicles for program-related travel and transportation of materials when necessary.
• Managing and monitoring all assigned contracts, vendor agreements, invoices, and event-related documentation to ensure compliance with university policies and deadlines.
• Maintaining accurate event records, attendance lists, schedules, and logistical documentation.
• Performing physical event setup duties, including movement of tables, chairs, boxes, technology equipment, signage, hospitality items, and other event materials.
• Maintaining inventory and organization of program materials, supplies, promotional items, and event equipment.
• Ensuring all pre-approval documentations are completed and approved prior to events as needed to remain in compliance with UT Martin policy.

Alumni Relations and Membership Management

• Cultivating and maintaining relationships with program alumni, fostering a strong sense of community and engagement.
• Maintaining accurate alumni databases, contact information, membership records, and communication lists.
• Coordinating alumni meetings, receptions, networking opportunities, reunions, and engagement events.
• Preparing and distributing alumni invitations, registration materials, payment information, reminders, and follow-up communications in a timely manner.
• Tracking event RSVPs, registrations, attendance records, and membership payments.
• Managing and updating alumni membership records, including annual and lifetime memberships.
• Developing, designing, editing, and distributing alumni newsletters and electronic communications.
• Managing email distribution systems, text communication platforms, and alumni communication databases to ensure accuracy and consistency.
• Gathering alumni feedback and assisting with implementation of engagement strategies and program improvements.

Marketing, Communication, and Social Media

• Assisting with development and implementation of marketing and recruitment strategies for WestStar Leadership programs and events.
• Managing and maintaining WestStar Leadership social media accounts, including Facebook, Instagram, LinkedIn, Twitter/X, and other assigned platforms.
• Creating, scheduling, and publishing social media content, promotional materials, event announcements, and engagement campaigns.
• Monitoring social media activity, engagement metrics, and audience interaction to improve communication effectiveness.
• Assisting with development and distribution of brochures, flyers, digital assets, presentations, and promotional materials in collaboration with university relations and program leadership.
• Serving as a point of contact for program-related communications with participants, alumni, partners, vendors, and stakeholders.
• Supporting photography, video, podcast, and multimedia promotional efforts as assigned.
• Coordinating scheduling, logistics, promotion, and operational support for podcasts and media-related activities.

Qualifications

• High School diploma and four years of experience in office management, event planning, or communications.
• Proven experience in event planning and management, preferably in a leadership development or educational context.
• Strong interpersonal skills with the ability to build and maintain relationships with diverse stakeholders, including program participants, alumni, and external partners.
• Excellent written and verbal communication skills, with experience in crafting compelling marketing copy and engaging social media content.
• Proficiency in project management tools and platforms, as well as Microsoft Office suite and social media management tools.
• Creative thinker with a strategic mindset and a passion for leadership development and community engagement.

Preferred Qualifications

• Knowledge with FileMaker Pro, PerfectForms, GoogleForms, Teams, Survey Pro, MarketPlace, Virtual Platforms, and Mail Chimp.

Application Process

Applicants must apply online and attach a cover letter and resume.
Application Deadline: Applicant review will begin immediately and continue until a candidate has been identified
Minimum hiring rate $18.13 per hour (Market Range 07) – Salary commensurate with education and experience.