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Assistant Director of Alumni Chapter Programs



Job Description:

The Assistant Director of Alumni Chapter Programs is a member of Washington and Lee University’s Alumni Engagement team. The Assistant Director will develop and implement creative and relevant programming for W&L alumni chapters nationwide and abroad. The Assistant Director will work within the Office of Alumni Engagement to sustain and build vibrant and successful local alumni chapters, one of the cornerstones of alumni engagement for the university, by actively engaging with alumni chapter leaders in the design, planning, promotion and support of their activities. Provides guidance and expertise in overall chapter management and operations in accordance with Alumni Engagement’s standards and guidelines. Helps envision and facilitate chapter visits by university leadership and staff, including administrators, faculty and University Advancement staff. Provides budgetary oversight of chapter funds and manages Alumni Engagement funding of chapter programs.

Washington and Lee University actively promotes a dynamic and inclusive environment that allows students and employees of multiple backgrounds, cultures, and perspectives to learn, work, and thrive together. Successful candidates will contribute to that environment and exhibit potential for excellence in their areas of expertise.

Essential Functions:
  • Proactively builds relationships with alumni chapter leaders and provides guidance and expertise to ensure strong chapter management, operations and engagement. Develops and maintains online chapter volunteer resources.

  • Engages with alumni chapter leaders to plan and stage approximately 200+ local events, programs and activities annually. Provides guidance on event logistics, programming, faculty and staff visits, and event budgets. Works with chapter leaders to design varied and appealing events to meet individual chapter objectives within budget and to member satisfaction. Travels to alumni chapters to meet with chapter leaders and represent the University.

  • Manages the chapter dues program, including semi-annual promotion, setting dues levels, and collection and disbursement of funds. Analyzes, sets and enforces budgets and cost parameters for chapter events. Processes invoices for events and travel. Oversees chapter online accounts and reimbursements for online event registrations.

  • Uses Raiser’s Edge (database software for University Advancement) to create queries of alumni for communications. Maintains event information and enters RSVP lists in the applicable systems. Maintains chapter events calendar, online calendar, and chapter records in Raiser’s Edge. Uses analytical skills to identify and correct missing or incorrect information, pull data, and maximize the database to benefit Alumni Engagement and chapters.

  • Maintains internal master chapter calendar and collaborates closely with other University Advancement colleagues to ensure efficiency and avoid overlap.

  • Works with the Alumni and Career Services marketing team and the Office of Communications and Public Affairs to create effective communications strategies to engage alumni chapter members. Coordinates a high volume of accurate and appealing communications to generate alumni interest and participation in chapter programs, including regular chapter updates and event invitations. Designs and curates content for monthly Chapter Leadership Newsletter.

  • Collaborates closely with the Assistant Director of Alumni Affinity Programs on event planning and engaging alumni in local areas and/or within alumni chapters.

  • Oversees and coordinates new chapter leadership onboarding.

  • Maintains chapter history and volunteer records.

  • Plans the annual on-campus Chapter Leadership Conference. Coordinates all logistics including schedules, catering and accommodations.

  • Coordinates with the Office of Admissions on local Alumni Admissions Program events and identifies strong local volunteers for the program.

  • Uses data to analyze chapter health and engagement and contributes to strategy development for overall alumni chapter program structure. Manages dormant chapter process to include review, communications, and recommendations.

  • Staffs major on-campus reunions and other events. Pays careful attention to the alumni experience, resolving issues and concerns as they arise.

  • Additional related duties as assigned.

Work Schedule: 8:30am-4:30pm, M-F. This position requires work during some nights and weekends, during alumni events and travel opportunities.

Minimum Qualifications: Bachelor’s degree required with at least 2-3 years of experience in a coordination or planning function, preferably in alumni affairs, development or other advancement function. The ideal candidate must possess excellent written and verbal communication skills and have strong organizational capabilities. The ability to work effectively under pressure to meet deadlines while cultivating relationships is critical to success. Experience and creativity working with different forms of digital communications is required, including web content management, email, and basic social media applications. Must be proficient in Microsoft Office software. Experience with Blackbaud Raiser’s Edge database system is a significant plus. Must be a self-starter and have the ability to work independently, and to work collaboratively on a team to engage all segments of the increasingly diverse alumni community and friends of the University. Must be available to occasionally travel overnight and perform some evening and weekend work.

Application Instructions: Review of applications will begin immediately and continue until the position is filled. Resume and cover letter are required. Upload both required documents to the Resume/CV upload section of the application. You will be asked to provide names and contact information for three professional references.

External Applicants: Application instructions for external applicants are located on the jobs.wlu.edu or here .

Current W&L Employees: Apply from your existing Workday account. Instructions are located at jobs.wlu.edu or here .

Physical Requirements:
  • Fingering: Picking, pinching, typing or otherwise working, primarily with fingers rather than with whole hand or arm as in handling.

  • Grasping: Applying pressure to an object with the fingers and palm.

  • Repetitive motions: Making substantial movements (motions) of the wrists, hands, and/or fingers.

Working Conditions:
  • The worker is subject to inside environmental conditions: Protection from weather conditions but not necessarily from temperature changes.

  • The worker is subject to outside environmental conditions: No effective protection from weather.

Types of Work: Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Position Type:

Exempt, Full Time, Benefit Eligible

Minimum Pay:

$49,514.19 - Pay Commensurate with Experience

The university requires employees to become fully vaccinated for COVID-19 and new employees must provide proof of at least their first shot prior to the first day of employment. Boosters are required. Individuals may seek a medical or a religious exemption to the vaccination requirement.

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