SPECIFIC DUTIES AND RESPONSIBILITIES:



University of VirginiaAlumni AssociationJOB DESCRIPTIONJob Title:Associate Director of School EngagementFull-time/Part-time:Full-timeFLSA Status:ExemptSupervisor: Managing Director of Alumni EngagementDate Prepared:March 2012GENERAL SUMMARY:As a primary component of the University and the Alumni Association’s strategy to engage alumni, the Alumni Engagement department is tasked to accomplish the following fundamental goals:Re-connect significantly more alumni and students to the University through their participation in Reunion and class activities and through a more cohesive, collaborative presentation of University interests at these activities.Engage and invest significantly more alumni in a higher level of volunteerism in alumni activities.Develop far-reaching synergies across the traditional and emerging Alumni Engagement programs at the University and the Alumni Association.Meeting the engagement needs and interests of the alumni from the School of Engineering and Applied Science (the University’s second largest school) is critically important to the department’s overall goals. This position seeks to accomplish three major roles: Through a thorough understanding of the Engineering alumni population and its culture, promote Engineering alumni participation in existing alumni engagement programs (as volunteers and participants).Within the context of the strategic interests/direction of the Virginia Engineering Foundation, develop and execute events and programs to engage a maximum number of Engineering alumni.Through coordination and communication, build a bridge between engaged alumni and the fundraising efforts of the Virginia Engineering Foundation. Ideal candidates should have a thorough understanding of the culture the University of Virginia as well as the culture within the School of Engineering and Applied Science. Candidates should have extensive experience with alumni affairs, strategic planning, event planning, marketing, and volunteer management. Strong communication and technological skills are required. Research and analytical skills are desired. Successful candidates will work both independently as well as collaboratively within the department and the University. This position will also be expected to represent both the Virginia Engineering Foundation and the Alumni Association at various University events.SPECIFIC DUTIES AND RESPONSIBILITIES:Managing Projects (40%)Serving as a member of the Alumni Association engagement eam with a specific focus on the School of Engineering and Applied Science (SEAS) and its foundation, Virginia Engineering Foundation (VEF). Work with the Foundation director and the development staffs to help SEAS and VEF meet their alumni engagement goals. Assisting the Foundation Director ?with the overall alumni engagement strategy to ensure that the School remains on track to reach its engagement goal; working with development team to learn and implement best practices for donor retention and acquisition; recruit volunteers, manage and follow-up with opportunities for alumni engagementBuilds senior-level relationships across internal departments and offices to drive collaboration and project successAssisting in promoting engagement activities and events to young alumniManaging the collection and analysis of data for internal and external reporting; evaluates, on quantitative and qualitative basis, effectiveness of programs and special projects towards meeting established goals and objectives and promoting continuous improvement. Stays closely aware of projects, high-level initiatives, and emerging issues across University community and pro-actively helps to adjust School’s approach based on changes in direction, priorities, and resourcesAdvises Foundation Director and other management on issues of strategy and operations related to and beyond the SchoolCommunication/Outreach (30%)Develops and implements a coordinated alumni communications program in support of alumni engagement goals. Works with VEF and Alumni Association Communications Department to accomplish this. Programs may include periodic email, e-newsletters, web content and social media. Creating tools and processes for tracking weekly alumni outreach emailsUsing alumni data to develop compelling marketing materials for internal and external audiencesDrafting high quality written communications and professionally responding to alumni with a high level of customer serviceManaging major communications with alumni, including designing e-invites for events and managing school marketing resources for consistencyMaintains and builds relationships with external stakeholders to drive collaboration and project successCultivating relationships with fourth year class to support them as they transition into the alumni movementEvent Logistics (15%)Develop, plan, and execute new engagement programs/events in direct coordination with the strategic interests/needs of the Virginia Engineering Foundation.Assisting the Foundation and Alumni Association Managing Director?in managing existing special event projects such as Reunions, Homecomings, Finals, etc.Managing the recruitment and coordination of alumni volunteers for special events. Systems & Operations (5%)Engaging in cross-functional team comprised of School’s support staff and key members of the Alumni Association, to ensure that office operations, staff culture, and collaboration across program, school strategy, alumni, talent recruitment, development, and operations teams are optimizeTracking the alumni affairs budget Managing the alumni calendarSending alumni outreach emailsUploading and updating website with alumni affairs news and opportunitiesProficient usage of University donor database BSR/AdvanceEDUCATION: A bachelor’s degree is required. A degree from the University of Virginia is preferred and/or an active knowledge of the University and its traditions is necessary. Ideal candidate will be a graduate of the school they represent. EXPERIENCE: Three to five years’ experience in a position where event planning and coordination were primary.Experience managing volunteers and working in alumni affairs.Experience in writing and managing communications.Experience monitoring and managing budgets. SKILLS/CERTIFICATIONS:Excellent skills in all Microsoft Office software applications.Ability to think strategically and envision building programs.Ability to analyze input/feedback from alumni as well as research demographic information about constituencies.Excellent writing/editing skills.Ability to adapt to rapidly evolving technological means of communicating to alumni. Ability to learn proficient use of BSR/Advance (alumni development program) is necessary. The individual must learn to navigate BSR/Advance as well as effectively use means of mass communication, especially electronic means (e-mail).Ability to prioritize and manage multiple tasks and meetings simultaneously is necessary.Design skills, advanced Excel skills, marketing and research skills are all highly desirable. CONTACTS:U.Va. Alumni Association staff/co-workers.Virginia Engineering Foundation staff/co-workersOffice of Engagement Reunion Giving / Major Gift officers.School and DPA development officers.Alumni VolunteersVendors to coordinate issues pertaining to both students and alumni (i.e. entertainers, caterers, etc.)Office of the Dean of Students ENVIRONMENTAL/WORKING CONDITIONS:Fast-paced office environment. This position will be embedded within the Virginia Engineering Foundation to better understand the culture of the School of Engineering and Applied Science as well as to better understand the strategic direction of the VEF. Regular meetings and conferences will occur in/with the Alumni Association and specifically the Office of Alumni Engagement. Sporadic lifting of materials weighing up to 50 lbs. may be required.OTHER: The position necessitates overtime on weekends and evenings and requires the devotion of several full weekends to the VEF/Association over the course of the year. ................
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