Alumnae and Alumni Engagement Officer



Basic Function
The Alumnae and Alumni Engagement Officer supports the Office of Alumnae and Alumni Engagement in developing and overseeing alumnae and alumni programming, community engagement, marketing & communication efforts, and office management to support and promote the University. Alumnae and Alumni Engagement Officer will be the secondary architect to expanding the current alumnae and alumni volunteer programs and trusted to develop complementary initiatives and partnerships. The department’s primary goal is to build and strengthen long-term, meaningful relationships between the University and its alumnae and alumni. The Alumnae and Alumni Engagement Officer will also support select administrative functions for the Office of Institutional Advancement, including minutes for the Institutional Advancement committee meetings and general office supplies management.

Essential Functions

  1. Serves as the first point of contact for Noyes Alumnae House guests and visitors and responds promptly to general alumnae and alumni inquiries by monitoring the general alumnae and alumni email account and phone line. Provides exceptional customer service throughout all interactions with our constituents to ensure a positive connection with the University
  2. Serves as the liaison to all academic departments and campus partners quarterly to discern all activities and announcements that would apply to the department.
  3. Determines and develops content, conducts interviews, writes, and publishes Tower Talk, the alumnae and alumni bi-monthly e-newsletter
  4. Creates and implements social media engagement content and strategy in collaboration with the Marketing Department.
  5. Manages, prepares, and sends alumnae and alumni correspondence using independent judgment on strategic methods of communication. Works with the Director on mass mailings and contributes to the overall marketing planning calendar.
  6. Designs, implements, and manages a formal class notes program and volunteer recruitment, training, and management.
  7. Oversees the Networking Committee and drives the engagement planning for those volunteers while also assisting our volunteers with event planning, meetings, and budget guidance.
  8. Creates and manages Reunion planning for non-class year programming. Takes the lead on establishing campus partnerships to provide relevant and innovative programming content to include in Reunion Weekend.
  9. Oversees the Reunion mailings, space reservations, event set-ups/breakdowns, and preparation of materials for the events, our staff and VIPs. Supervises the student staff during Reunion.
  10. The project manager for all events & meetings within the Office of Alumnae and Alumni Engagement. Includes working closely with Conference Services and other campus partners to manage space reservations and set up needs..
  11. Design and implement an organization structure to ensure accuracy of our centralized volunteer management system internally and externally to support the Director in volunteer recruitment, onboarding, and stewardship.
  12. With the Director creates a student-alumni engagement and philanthropy program, including the development and supervision of a discovery core to align with campaign recommendations.
  13. Uses Raiser’s Edge database software and cloud-based platform, NXT, with a high degree of proficiency to track and analyze engagement efforts.
  14. Assists the Director with processing the Alumnae and Alumni Engagement budget, including payment of vendors and tracking budget lines.
  15. Analyzes all aspects of our event and activity registration and survey follow-up to provide data-driven metrics to measure guest satisfaction and accurate engagement tracking, including an annual event-related report to monitor our events’ impact on our departmental goals.
  16. Tracks, manages, and purchases office supplies for the Office of Institutional Advancement.
  17. Serves as the lead administrative and project management support for the Office of Institutional Advancement in collecting and submitting departmental reports for quarterly Board of Trustees and Institutional Advancement (IA) Committee meetings. Takes minutes at IA Committee meetings and prepares minutes for committee member distribution.
  18. As necessary, collaborates with peer offices, including but not limited to Academic Affairs, Annual Giving, Athletics, the Loyola-Notre Dame Library, and University Communications.
  19. Occasionally takes the lead on the front-end of events and meetings, serving as on-site host and face of the Office of Alumnae and Alumni Engagement. Assists with general event planning for Institutional Advancement as needed.
  20. Other duties as assigned.


Qualifications

Knowledge: Bachelor’s degree required.

Experience: One-two years of experience in customer service or administrative work is required. Two years of experience in meeting, event planning, or management and experience working with volunteers in higher education or non-profit setting is preferred.

Skills/Aptitude: As this position works closely with volunteers and campus partners, the candidate must possess strong interpersonal and organizational skills and be adept at written and oral communications. Creativity and a desire to develop new ways to engage alumnae/i, students, and the campus community are critical. This position requires innovation and the ability to operationalize ideas and plans into measurable actions. A high level of attention to detail, ability to problem solve and present solutions, and flexibility are required. Additionally, the candidate should have great initiative, demonstrate engagement in projects, meet deadlines, and prioritize and manage multiple tasks with a high degree of discretion, tact, and professionalism. Proficiency in Microsoft Office Suite, database management, and comfort using new and changing technology is expected. This candidate is a critical member of the Office of Alumnae and Alumni Engagement; a can-do spirit and outside of the box thinking are strongly encouraged, as is active participation in the department’s strategic planning.

Working Conditions: Normal office environment involving computer work and database management, occasional lifting of items approximately 10-20lbs. Job responsibilities may require attendance at weekend and evening events

Additional Information:

Notre Dame of Maryland University does not discriminate in offering equal access to its educational programs and activities or with respect to employment terms and conditions on the basis of age, ancestry, color, creed, disability, gender, gender identity, genetic information, marital status, national origin, race, religion, sex, sexual orientation, or protected veteran's status. The following person has been designated to handle inquiries regarding the non-discrimination policy: Greg FitzGerald, Chief of Staff, Notre Dame of Maryland University, 4701 North Charles Street, Baltimore, MD 21210, 410-532-5109.

For all other employment inquiries, please contact Human Resources at 410-532-5898 or human_resources@ndm.edu. Notre Dame of Maryland University is an EEO/AA employer.

All applicants must submit:

  1. Cover letter
  2. Salary requirements
  3. Resume
  4. Contact information for three professional references


Questions can be directed to Alexandra DeJohn, director of alumnae/alumni relations at adejohn@ndm.edu

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