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Assistant Director

Job Details

Job Summary

The Assistant Director of the Office of Engagement and Alumni Relations in the Bennett S. LeBow College of Business provides professional support in the development, implementation and assessment of efforts to engage LeBow alumni, donors, students, faculty, professional staff, parents and other internal and external stakeholders.

Reporting to the Director of the Office of Engagement and Alumni Relations, the Assistant Director develops and recommends engagement strategies, plans and executes events held on and off campus and provides critical administrative support towards the achievement of department, college and university goals and strategic priorities.

The Assistant Director is a professional who possesses the abilities to lead and manage multiple projects in a complex environment, actively contribute to the success of the department, develop and maintain relationships with a diverse range of colleagues and constituents and deliver outstanding customer service. The Assistant Director must demonstrate competence, initiative, good judgement and composure in alignment with the mission, values and standards of Drexel University and the LeBow College of Business.

The position serves as the primary point of contact for both on-campus partners and off-campus vendors, and as such, the Assistant Director maintains a presence on campus and works to develop and strengthen relationships across the university. While an on-campus schedule is preferrable, the Assistant Director may be eligible for a hybrid schedule with a minimum of three days per week in the office, which may be increased with notice based on department needs, events and meetings.

Essential Functions
  • Lead customer service processes for the Office of Engagement and Alumni Relations through the management of the office suite, department email account, phone communications, requests from internal and external constituents and reservations for the DiPiero Grand Meeting Room and Rose Terrace event spaces
  • Provide administrative support for office operations and university processes, including but not limited to payment processing, expense reporting and financial processes, contract processing and supply and promotional item inventories, organization and ordering
  • Collaborate with the Director and Associate Director to develop, plan, propose and execute signature events, meetings and strategies that deliver meaningful engagement opportunities and advance relationships with LeBow stakeholders, support the college’s strategic priorities and strategically utilize the university’s resources (events may be held on or off campus, in person or online and in the evening or on the weekend)
  • Serve as the lead program planner for LeBow student and family engagement events held in conjunction with Commencement and the College’s annual holiday party, in addition to other programs as assigned
  • Provide administrative support in the planning, execution and tracking of college-wide engagement events, including but not limited to:
    • Tracking registrations
    • Managing registration lists and reports
    • Creating and producing name tags and event materials
    • Requesting, writing and reviewing event communications, materials and remarks/speeches/talking points
    • Coordinating vendors for catering, custodial services, audio/visual and technology needs, etc.
    • Packing event materials
    • Providing on-site staff support as needed
  • Provide administrative support for LeBow alumni volunteer engagement programs, including but not limited to:
    • Providing support for alumni affinity groups, boards, committees and alumni-student mentor program(s)
    • Securing alumni speakers for classes and events
    • Coordinating the accurate tracking, coding and reporting of LeBow alumni volunteer engagement activity
    • Developing, recommending and implementing volunteer appreciation initiatives
  • Manage the Office of Engagement and Alumni Relations inventory of promotional items, materials and resources, including but not limited to:
    • Developing a process for receiving and fulfilling department requests
    • Maintaining an inventory of items on hand
    • Researching, recommending and purchasing promotional items aligned with strategic needs and budget constraints
  • Recommend strategies to the Director to improve the department’s efficiency and effectiveness, enhance programming and strengthen stakeholder engagement
  • Develop and strengthen relationships as the department’s liaison to key partners and vendors for on campus support, including but not limited to caterers, financial service departments, Facilities, Mail Services, Shipping and Receiving and Public Safety
  • Recruit, interview, hire and supervise work-study, co-op or other student workers in the Office of Engagement and Alumni Relations when applicable
  • Attend college and university engagement events as assigned
  • Participate on department, college and university committees as assigned
  • Execute other duties in support of department goals and initiatives as assigned
  • All projects and responsibilities are subject to change with notice to better meet evolving department priorities, staff resources or other reasons
  • Other duties as assigned
Required Qualifications
  • Bachelor’s Degree or Equivalent
  • 2 years of professional experience in office administration, event planning, alumni relations or fundraising, preferably in a higher education setting
  • Excellent oral and written communication skills, interpersonal skills and attention to detail
  • Demonstrated ability to work collaboratively, creatively and effectively with a broad range of stakeholders including alumni, donors, students, faculty, professional staff, and university leaders, as well as external constituents
  • Strong desire and ability to work both independently and in collaboration with colleagues and partners, demonstrate initiative and actively contribute to departmental goal achievement
  • Proven ability to successfully manage multiple, simultaneous projects and adjust to shifting priorities as needed
  • Proficiency in Microsoft Office programs, especially Word, Excel and Outlook and best practices in email communications
  • Willingness to work evenings and weekends and occasionally travel within the Philadelphia metro area to support events and meetings, in addition to fulfilling daily responsibilities during normal business hours
  • A valid driver’s license
Preferred Qualifications
  • Familiarity with and awareness of best practices in alumni relations, event planning, volunteer engagement, nonprofit board management, fundraising and/or donor relations
  • Demonstrated ability to develop, recommend, implement and assess business processes and improve efficiencies.
  • Experience working within a constituent management database, preferably Ellucian Advance, or experience with data entry, coding or reporting.
Location
  • University City – Philadelphia, PA
Additional Information

This position is classified as Exempt, grade J . Compensation for this grade ranges from $47,490 - $71,230 . Please note that the offered rate for this position typically aligns with the minimum to midrange of this grade, but it can vary based on the successful candidate’s qualifications and experience, department budget, and an internal equity review.

We encourage you to explore Drexel's Professional Staff salary structure and Compensation Guidelines & Policies for more details on our compensation framework.

You can also find valuable information about our benefits in the Benefits Brochure .

Special Instructions to the Applicant

Please make sure you upload your CV/resume and cover letter when submitting your application.

Review of applicants will begin once a suitable candidate pool is identified.

Advertised:Nov 20 2023 Eastern Standard Time
Applications close:Dec 20 2023 Eastern Standard Time

Company

Drexel University

Founded in 1891 in Philadelphia, Drexel is a comprehensive global R1-level research university with a unique model of experiential learning that combines academic rigor with one of the nation’s premier cooperative education programs.

Drexel University is an urban research university that integrates education, scholarship, diverse partnerships, and our global community to address society’s most pressing challenges through an inclusive learning environment, immersive experiential learning, external partnerships, transdisciplinary and applied research, and creative activity. We prepare graduates of diverse backgrounds to become purpose-driven professionals and agents for positive change

Drexel University II

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