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ASSIST DIR, ALUMNI AFFAIRS
Job Title: ASSIST DIR, ALUMNI AFFAIRS
Job Code: 1356
FLSA: E
Job Level: 12
Revised Date: 01/29/2007
Job Family: JF 28
Occupational Summary
Develop, plan, coordinate, implement and promote a variety of alumni affairs programs, activities and fund raising projects to promote active alumni participation and provide renewed contacts with the Department or School.
Work Performed
Develop, plan and coordinate special events and varied off site and campus events hosted by the Duke University Department or School and Office of External Affairs consistent with the strategic focus and image of the school/department; organize and manage the on-site execution of events to ensure that activities run smoothly and follow appropriate protocol.
Direct, plan, coordinate, implement alumni activities to include alumni association council board meetings, alumni association committee meetings, regional activities with alumni.
Establish and maintain contact with alumni.
Provide liaison between alumni and various Duke University or School departments.
Maintain liaison with alumni nation wide to develop their interest and participation in the School or Department's student recruitment & mentoring as well as fund raising and other alumni activities.
Provide administrative and organizational assistance to the School or Department's volunteer board (s); staff volunteer committee (s); coordinate board dinners and meetings, to include menus, audiovisual, agendas, notebooks, program, seating arrangements, meeting handouts, gifts etc.
Coordinate and implement programs for gift acknowledgement, donor recognition and donor stewardship; produce acknowledgement letters for gifts to the building fund, endowments, and memorial/honorary gifts.
Develop, plan and implement the program of special events for the Duke University School or Department and the Office of External Affairs including, but not limited to, reunion weekend, academic celebrations and events, dinners, conferences, lectureships and educational programs; conceptualize and recommend scheduling of events as appropriate, plan and coordinate details of special events hosted by the School or
Department to include selecting site, menu, decorations/flowers, management and tracking of invitations, transportation, signage, parking, seating arrangements, behind scenes agendas, programs and itinerary based on event objective or theme.
Assist with the School or Department's programs as requested with planning and implementation of various special events, ranging from giving advice, conforming plans to School's/Department's or Division's preference and/or planning entire event.
Develop budgetary recommendations for events; systematize and standardize information on actual costs and evaluate the use of funds within assigned programs and activities.
Participate in the fund raising efforts of the department or school to include management of the annual fund direct mail program; lend organizational assistance and management to special fund raising projects as requested.
Prepare fund raising reports and analyses reflecting progress, adverse trends and appropriate recommendations or conclusions.
Coordinate the preparation of publications, informational materials, fund raising materials and other communications to further Department or School's and Office of External Affairs objectives; create distribution lists and coordinate the distribution of publications.
Perform other related duties incidental to the work described herein.
Required Qualifications at this Level
Education/Training
Work requires organizational and communication skills generally acquired through completion of a bachelors program.
Experience
Work requires three years of experience in alumni affairs, public relations, fund raising, sales and promotions, and other administrative or programmatic capacity to acquire skills necessary to plan, organize and implement alumni events and activities and provide general organizational assistance.
OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.
Skills
The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.
Duke University is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.
Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas-an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.
Essential Physical Job Functions
Certain jobs at Duke University and Duke University Health System may include essential job functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.
