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Job Req ID:  13734

Assistant Director of Alumni Relations

Classified title: Alumni Relations Associate

Working title (if applicable): Assistant Director of Alumni Relations

Role/Level/Range: ATP/03/PB

Starting Salary Range ($s): 43,101 - 49,531 

Employee group (Full time/Part-time/Limited/Casual): Full time

Schedule (hours/days): M-F, 37.5

Employee subgroup (FLSA Status): Exempt

Department name: DAR

Personnel area (School): UA

 

 

 

 

Assistant Director of Alumni Relations

 

 

 

The Office of Homewood Alumni Relations serves the 220,000 alumni of the Johns Hopkins University. Located in the San Martin Center, the office consists of a team of 5 individuals who work with alumni volunteers, development staff, university departments, and outside vendors.

 

General Description:

Under guidance from Alumni Relations leadership, this position develops and manages the Cvent and Aladin event systems, plans and implements a variety of cultivation, stewardship and information programs that successfully engage alumni through staffing, event production management, and communication for the Homewood schools spring Alumni Weekend and the fall Young Alumni Weekend.

 

Specific duties include planning and coordinating alumni events, managing volunteers and activities, developing and managing the event systems, and developing content and overseeing Reunion/Homecoming communications via social media. The Assistant Director will collaborate with the development staffs in the Offices of Annual Giving, Arts & Sciences and Engineering and co-manage assigned reunion committees to increase overall alumni attendance and satisfaction. Primary duties include:

 

Responsible for overseeing and managing the Cvent event system. Develop content, build and customize registration platforms for Young Alumni Weekend and Alumni Weekend. To include: online event registration, agenda and session management, CrowdCompass Attendee Mobile App, Onsite Event Management, Secure payment collection and processing, attendee management, custom event websites, and contact management.

 

Primary Duties and Responsibilities:

 

Volunteer Management

  • Partner with development staff in the Office of Annual Giving, Schools of Arts & Sciences and Engineering to co-manage assigned reunion committees and to increase overall alumni attendance, gift participation and alumni experience.
  • Provide volunteer committee members with regular and timely communication of fundraising, participation, and engagement progress and results.

·Oversee and manage key components of specific experiences for Alumni Weekend and Young Alumni programs.

  • If appropriate, plan and execute receptions and informal gatherings of alumni hosted by alumni volunteers in metropolitan areas.

Registration – Alumni Weekend and Young Alumni Weekend

  • Collaborate with the registration developers, to oversee the building of the Alumni Weekend and Young Alumni Weekend registration websites.  Assistant Director is responsible for compiling and providing all registration details in appropriate tracks; have a working knowledge of the website build-out process; and to be detail oriented and attention to details. 
  • Build the Alumni Weekend mobile event app using the CrowdCompass mobile app platform.
  • Coordinate all onsite registration logistics including but not limited to – securing equipment such as iPads, wireless hotspots, fiber optic cable set up, printers, badge stock, coordinating registration volunteer training, overseeing Cvent onsite staff, and oversee that all functions in the Welcome tent are to flow as anticipated.
  • Oversee and provide supervision to the casual temp employee responsible for the overall Alumni Weekend registration process. To include the Cvent event system and the Aladin event system.
  • Develop the official Alumni Weekend report for the DAR Associate Vice President.
  • Distribute custom registration reporting links to individual groups/departments on campus to view live registration reports for specific events.
  • Work with the Sr. Coordinator to facilitate transfers for individual registration items.
  • Track dietary needs for Alumni Weekend attendees and create necessary meal cards for specific events.
  • Create Planning to attend lists and regularly update the Alumni webpage on a weekly basis.
  • Work with the Annual Giving office to track donations made on the Cvent registration platform.

 

Communications

  • Assist the Associate Director for Marketing & Communications in developing social media marketing strategies to maximize reunion and alumni weekend attendance, class gifts and alumni and student engagement.
  • Navigate the intricacies of social media to increase the number of alumni touches. Analyze statistics and provide comparative data on multi-channel approaches.
  • Market alumni weekend to Homewood, Peabody, Nursing, Education and Carey Business school affinity groups and develop affinity group activities for Arts & Sciences and Engineering Masters Programs.
  • Create and designed graphics for VIP, staff and general alumni weekend badges.
  • Assist in creating and sending event invitations to potential attendees.
  • Create graphics for email marketing and social media campaigns.
  • Develop promotions to encourage registration for both Alumni Weekend and Young Alumni Weekend and execute the involvement of students on campus through events such as tabling.

 

 

 

Alumni Weekend Sponsorship Program

  • Develop a program to identify and attract Alumni Weekend and Young Alumni Weekend sponsorship partners.
  • Research companies who may benefit from a sponsorship partnership.
  • Create unique and individualized sponsorship opportunities for Young Alumni Weekend and Alumni Weekend.
  • Develop a cold–calling list. Communicate with these companies to present partnership opportunities.
  • Successfully engage and develop sponsorship partnerships.
  • Meet regularly with supervisor to identify opportunities for enhanced alumni engagement.

 

Additional Items

  • All duties as assigned.

 

Qualifications:

  • Bachelor's degree and two years related experience are required.
  • Additional graduate level education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
  • Working knowledge and understanding of Cvent or event registration software is a plus.

 

 

Highly Preferred Skills and Abilities:

  • Ability to work individually on projects as well as be a team player
  • Ability to multi-task, while working under pressure and meeting deadlines required. 
  • Attention to detail and executing timely follow through on projects.
  • Excellent oral and written communication skills
  • Patience, flexibility, pleasant and professional demeanor, and interest in university development. 
  • Ability to strategize and conceptualize with the Associate Director on new ideas for events and be able to translate these ideas into specific actions.
  • Aladin (University database) experience preferred
  • Proficiency in Microsoft Office (to include: Word, Excel and Power Point), social media and some familiarity with graphic design.
  • Working knowledge and understanding of Cvent or event registration software is a plus.

 

 

 

Homewood Campus