Assistant Director of Alumni and Parent Engagement, Virtual Programming, Affinity and Student Engagement

Posted on 01/12/2022

Willamette University

Salem, OR

Position Summary:

The Assistant Director of Alumni and Parent Engagement reports to the Alumni & Parent Engagement Team Lead. In partnership with the Team Lead, the Assistant Director manages virtual engagement programming for alumni, parents and friends of the University, including serving as program developer, scheduler and primary host. Virtual engagement programming serves as a vital connector of alumni, parents, and friends to Willamette University colleges. In addition, the Assistant Director will manage key alumni affinity organizations–closely managing and mentoring volunteers, developing engagement plans, and implementing corresponding events, meetings, programming, and more. The Assistant Director also shares in the duties of officially representing the Office of Alumni and Parent Engagement at on-and-off-campus events. While staying focused on independent programs and projects, the Assistant Director will work in a team setting where responsibilities of planning and implementing initiatives involve invited guests, volunteers, other Alumni and Parent Engagement staff and colleagues across campus.

This position is responsible for interacting with and engaging alumni and friends from all Willamette University colleges as well as parents from the College of Arts & Sciences and Pacific Northwest College of Art to establish, nurture, and grow their connection to, appreciation for, and investment in the University. This work will primarily involve virtual engagement strategies.

Reasonable Accommodations Statement
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Job Description: 

Virtual Programming (75%)

  • Develop the annual virtual engagement program plan, including planning, scheduling, securing speakers, scripting, and budgeting. This is often done in partnership with Alumni & Parent Engagement colleagues. This position holds primary responsibility for delivering virtual programming for College of Arts and Sciences constituents, but drives the confirmation of programs for constituents of all Willamette colleges with approval from Team Lead.
  • Work closely with Advancement Communications to develop program marketing strategies. Ensures the program is well advertised, and attendance meets pre-set goals.
  • As primary host of virtual programs, appropriately prepare for and facilitate an engaging, entertaining, and meaningful event, for every event.
  • Interviewing show guests/clients both in-studio and on location; Collecting information, video, and/or photos at remote locations for post-production; Greeting and assisting guests during show preparations and providing excellent follow through and closure; Researching show topics and developing questions for guests that are insightful and appropriate for topic(s); Act as show moderator and skillfully transition between interaction with guest speakers/clients and attendees, especially during the interactive Q&A feature of our programs
  • Keep constant communication with the key stakeholders about deadlines, deliverables and feedback rounds, reporting metrics to APE team and the broader Advancement division as appropriate
  • Steward guests and participants in virtual programs with appropriate appreciation and explanation of impact.
  • Develop program goals and objectives and report on progress regularly to supervisor and team — including the Advancement division when appropriate. Ensuring the programming is relevant and meaningful across colleges, life stages, and constituencies (e.g. alumni, friend, parent, campus partner, etc.)

Affinity Organization Management (10%)

  • Work directly with and support efforts to establish, nurture and grow Willamette affinity organizations.
  • Manage volunteer recruitment, training, management, and stewardship of affinity volunteers.
  • Oversee affinity programming development, planning, and implementation.
  • Help to develop and implement metrics to measure the success of programs, reporting regularly on progress toward goals.

Student Engagement and Young Alumni Engagement Programming (10%)

  • Create and coordinate a four-year plan for undergraduate student engagement in the College of Arts and Sciences and Pacific Northwest College of Art.
  • Work with campus partners to identify members for and establish an organization of students (one for each college) focused on engaging their fellow students, establishing a lifelong connection to each other and Willamette alumni by modeling and facilitating communication, participation, and volunteerism among classmates.
  • Works closely with other Advancement staff focused on student engagement. Other (5%)
  • Provide staff support for the Alumni Board.
  • Represent Willamette as needed at regional events; occasionally visits alumni to identify, cultivate and recruit volunteers
  • Other duties as assigned

Minimum Qualifications:

  • Any combination of education, training, and experience that provides the required knowledge, skills, and abilities to perform the essential functions of the position.
  • A minimum of one year of related work experience.
  • A demonstrated excitement and interest in helping to build a digital engagement program.
  • An appreciation for and understanding of the value of a liberal arts education and ability to effectively communicate the value, message, and brand of WIllamette University.
  • Excellent oral and written communications skills. Strong writing, revising, editing, and proofreading skills.
  • Demonstrated success in work organization, program, project, and time management.
  • Personal proactive initiative and an ability to manage projects simultaneously, to set priorities and follow-through on projects.
  • Comfortable presenting and hosting events in-person and virtually with experience presenting in front of small-to-large size audiences while cultivating presentation/hosting styles that resonate for our various audiences.
  • Demonstrated success in work organization, including program, project, and time management.
  • Personal proactive initiative and an ability to manage projects simultaneously, to set priorities and follow-through on projects.
  • Excellent interpersonal skills and a strong customer service orientation.
  • Proficient in Microsoft Office Suite, Google Suite, Zoom and other virtual meeting and engagement platforms, knowledge of modern data management practices and techniques including data-based computerized information systems, data modeling, and models of analysis that leads to effective decision making on behalf of the program.
  • Ability to maintain a high standard of accuracy and quality under pressure of deadlines and with a high level of professionalism. 
  • Ability to maintain confidential information, navigate relationships with finesse, and work to the highest ethical standards as outlined by the Council for Advancement and Support of Education (CASE).
  • Proven ability to work independently as well as the ability to work effectively and collaboratively in a team environment with a mix of deans, faculty, alumni, parents, students, and staff.
  • Ability to set collaborative goals and see projects to completion in reflection of goals.
  • Demonstrated ability to effectively motivate, train, and support colleagues and volunteers.
  • Willingness to work evenings, weekends, and travel.
  • Must possess a valid Oregon driver’s license and have a satisfactory driving record.

Salary: $20 per hour

Typical Work Schedule

Standard office work week

You will need to upload the following two documents as part of your application materials in the “My Experience” section labeled Resume:

  • Cover letter addressing the required/desired qualifications and presenting any other applicant characteristics which deserve emphasis
  • Current Resume

​Incomplete applications will not be considered.

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