Alumni Relations & Constituent Engagement Director

GENERAL PURPOSE

The Director of Alumni Relations is a key member of Alumni Relations & Constituent Engagement (ARCE) serving on the ARCE leadership team and as the senior member of the Operations & Special Programs team. He/she will oversee three key areas including: Special Programs, Meliora Weekend and Volunteers in Partnership Leadership Conference, and Parent Engagement. The director will manage all strategic development and execution of Meliora Weekend logistics and operations, coordination of program development and execution, and serve as liaison for our River Campus and school partners across the university to ensure collaboration and coordination, quality, and successful execution of all weekend programs. This weekend is the university's largest campus-wide event encompassing 8,000-11,000 registrants each year and includes family weekend for undergraduate schools. (Arts, Science & Engineering and Eastman School of Music), reunion weekend for schools across the university, signature events, affinity programs and student programs. He/she has total responsibility for management of staff in relation to event development, committees, timelines, and program execution. This person manages $1.2M budget for all activities, coordinates event managers for over 200 weekend programs and works with over 20 vendors within the university and outside and is responsible for tracking progress towards programmatic and attendance goals.

In addition, this position manages the Special Programs efforts to support initiatives considered to be signature events within ARCE including diversity and equity programs, lifelong learning, regional volunteer events, Volunteers in Partnership Leadership Conference, Welcome Celebrations, Commencement and Orientation Legacy activities and others as identified by the Vice President of Alumni & Constituent Engagement and Executive Director.

As a director, he/she will manage two associate directors responsible for special programs, oversight of system administration and technology (including outside vendor for registration systems), invitation lists, registration, and reporting for Alumni Relations & Constituent; one program assistant and two temporary positions that support activities of the team. In this role, the director will work with the leadership team to develop additional program opportunities and metrics towards increasing engagement of all constituents through signature programs, including Meliora Weekend.

The director will establish baseline metrics, desired outcomes, and goals for engagement through key programs, and will track, analyze, and report upon progress. He/she will work with the executive director of ARCE in developing strategic programs and tracking progress towards goals and maintaining program metrics, establish and maintain critical relationships with students, staff, faculty and senior administration on the River Campus and throughout Advancement.

RESPONSIBILITIES:

University-wide Signature Program Strategy, Development and Execution of Meliora Weekend

• Year-round focus on strategic planning for all weekend activities with executive director and VP for ARCE, with a keen focus on multiple years simultaneously.

• Develops and implements all operational components for Meliora Weekend, including strategy, logistics, system development for registration and program management, reporting staff management, and internal communications. Oversees and implements all logistical aspects of Meliora Weekend including room reservations, hotel bookings, transportation, program development, event scheduling, Sets and manages budget and operations expenditures totaling $1.2M.

• Develops and manages registration system and technology connecting to internal database of programs, including oversight of vendor relationship (contracts, deadlines and overall technology that supports optimal customer service experiences for all constituents). This includes coordination throughout the year and onsite during weekend activities.

• Directs the development of the Meliora Weekend Steering and Vendor Committees, and campus program groups including communication of goals, program scope, meetings, processes and guidelines, the tracking and dissemination of updated information, deadlines and program coordination, budget, communication with vendors, event coordination and attendee information. Important focus on adhering to all university policies and standards.

• Manage all facets of program execution and communication to event managers. Through in-depth meetings and conversations with planning staff in 20-25 departments in all academic areas and within advancement, provide guidance and counsel to units involved in programming during the weekend, including staffing needs, catering, coordination of ancillary marketing and logistical needs.

• Plans and executes internal communication with Advancement staff including all employee and individual event and duty briefings, dissemination of detailed work schedules, task lists and responsibilities.

Special Programs Strategy, Planning and Execution

Develops strategy, plans, timelines, budgets and oversees activities for 5-person team to implement program priorities, logistics, registration, tracking and analytics overall ARCE events:

• Volunteers in Partnership Leadership Conference or Regional Celebrations (rotate every other year)

• Plan and execute events for parents and students including First Year Welcome Receptions and alumni family receptions.

• Develop strategy and oversee flawless execution of events that promote, support and advance equity, diversity, and inclusion initiatives. These include annual university wide BIPOC Faculty and Staff Annual Luncheon, Celebration of Diversity Reception hosted by a University life trustee and REAL Conversations.

• Develop plan and execution strategy for the Special Programs team that supports reunion, affinity programs, and lifelong learning initiatives that focus on showcasing the University's best leaders and experts in their field (university-wide).

• Serve as a member at large of Advancement Event Strategy and Policy Team to help ensure consistent experiences across all Advancement events and coordinated strategy across all school and unit programming. Serves as liaison for all ARCE events that include the University President and members of the President's leadership team.

Staff Management

• Directs development of staff hiring, counsels and appraises next steps in hiring process for 3 staff members and 2 TARs with daily management responsibilities including skills development, strategic planning, program management and execution.

• Develops staff through training, professional growth mentorship and daily operations.

QUALIFICATIONS:

• Bachelors required

• And at least 5 years of experience in Alumni relations or a similar field, event planning, or equivalent combination of education and experience required

• Demonstrated management skills required

• Outstanding communication skills, including direct interpersonal skills required

• Proven strategic planning skills required

• Demonstrated ability to work with, motivate, and lead volunteers required

• Demonstrated ability to think strategically and plan multiple day long events for a wide variety of constituents required

• Demonstrated ability to develop and implement programs and resources preferred

• Knowledge of life/career coaching and advising strongly preferred

• Experience directing advancement activities and working with donors and alumni leaders required

• Ability to accurately apply judgment skills in all situations, especially related to management, alumni issues and budgets required

• Ability to analyze, condense and synthesize information and ability to provide accurate analysis and summaries required

• Ability to diplomatically overcome objections and effectively persuade key constituents required

• Experience with computer technologies and sophisticated software applications preferred

• A general knowledge of institutional fundraising is also preferred.

• A personal belief in mission, goals and objectives of private higher education and a desire to change the world required

• Ability to work as a member of a team to accomplish objectives required

• Occasional travel; some evening and weekend work required

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University's mission to Learn, Discover, Heal, Create - and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Pay Range

Pay Range: $75,650 - $113,464 Annually

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job's compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

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Location: Central Administration
Full/Part Time: Full-Time
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