Duke University Job Descriptions

SR DIR, ALUMNI AFFAIRS

Job Title: SR DIR, ALUMNI AFFAIRS
Job Code: 1600
FLSA: E
Job Level: 16
Revised Date: 12/01/2012
Job Family: JF 34

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Occupational Summary

The Senior Director of Alumni Affairs is responsible for the strategic planning, creation & implementation, and maintenance of alumni programs that foster strong relationships and goodwill with alumni. Constituents include MD graduates, young alumni, Half Century Society, residency alumni, graduates of allied health degree programs such as Physician Assistants and Physical Therapists, as well as current students and house staff. This position reports to the Executive Director, School of Medicine Development & Alumni Affairs and works collaboratively with colleagues in School of Medicine Development and Alumni Affairs, as well as with Special Events, Communications, and others in Duke Medicine (Student Affairs, Registrar, Financial Aid) and Duke University (Alumni Affairs, Regional Programs, etc.) to maximize alumni engagement, avoid duplication of efforts, and build loyalty, institutional pride, and financial support of the Duke School of Medicine.

Work Performed

Create a robust and fully integrated program for medical alumni, students, young alumni, Half Century and residency alumni in the School of Medicine and build alumni programs for the Physician Assistant Program and Doctor of Physical Therapy Program.

Create strategic and long-range plan for greater integration across all alumni programming, including MD, MD/PhD, PhD, PA, DPT, and help explore opportunities for greater integration across programming for all health professions, including opportunities to better coordinate with Nursing alumni programs.

Plan an alumni communication strategy that incorporates campaign messaging, themes, and priorities to constituency programs in support of campaign fund raising goals.

Develop a regional program strategy for alumni and other constituencies important to the schools, the research enterprise and the clinical missions.

Develop a plan for programs and messaging to residency alumni and former fellows, working as needed with designated departments and exploring opportunities to include these alumni in regional event planning.

Assess potential and develop an appropriate plan for the integration of international alumni and for linkages with Duke NUS.

Conduct a complete budget analysis to bring budget into alignment with strategic objectives.

Develop and oversee the budget for Alumni Relations.

Determine objectives, summarize outcomes and expenses, evaluate and refine activities as appropriate within the annual program budget.

Staff the Medical Alumni Association and oversee daily operations of the Alumni Affairs Office, including annual planning and goal setting, program budget development and expenditures, personnel management, overseeing the progress of specific programs, and providing leadership for the alumni affairs program, including an expansion of regional programming, strategic and integrated content and messaging through the magazine, the web site, meetings, email outreach, and other communication channels.

Develop benchmarking program and provide reports on program success, event participation and financial reports and provide reports to the Executive Director on a monthly and quarterly basis.

Ensure accurate and complete alumni database records; capture contact, biographical and career information of alumni via surveys, projects (e.g. alumni directory), correspondence, website, postal returns, etc.

Oversee the maintenance of accurate records and pertinent information using the development and alumni affairs database, including updating committee membership, event participation, etc.

Serve as a liaison for alumni on admissions questions and manage the Duke University early and regular admissions review for Development and Alumni Affairs.

Serve as the primary point person with the Duke University Alumni Association Participate in DUAA board meetings and in campus wide Alumni Director Meetings.

Oversee day to day activities of the Office of Alumni Affairs including staff hiring and supervision, performance appraisals, work study students, and make recommendation on staffing structure, promotions and salary levels.

Supervise Assistant Director and work/study or temporary employees as assigned.

Guide the development of successful alumni programming, finding ways to engage alumni in meaningful and rewarding ways that deepen their commitment to the School of Medicine, faculty, students, residents and programs.

Create and implement an annual plan that promotes alumni goodwill, engagement and financial support though creative programming and thoughtful event strategies that reinforce thematic content, priorities and goals of the School of Medicine.

In collaboration with colleagues (Medical Annual Fund, Reunion Giving, Development, Special Events, Communications, etc.), develop programs, including the following annual events: Medical Alumni Weekend and class reunions; the MAA Awards Program; Medical Families Weekend, Medical Families Orientation and coordinate with the SOM direct mail program to build annual alumni mailing calendar.

Develop Duke Medicine programming and content to ensure a presence at DAA spring reunion activities.

Work with the Special Events team to insure optimal levels of coordination with regard to all School of Medicine alumni relations sponsored events and programs in which they play a role.

Create a vibrant five year reunion program for classes celebrating 5th through 50th Reunions as well as members of the Half Century Society (50 + years).

Oversee the development of a Young Alumni program and other new programming, including new models for engaging young alumni in reunion.

Use alumni programming to effectively set the stage for reunion giving programs for young alumni.

Help develop programs to engage and cultivate current house staff and house staff alumni.

Coordinate with the Annual Fund and Direct Mail programs to pilot and build programs that help cultivate interest in departmental support and support a culture of philanthropy.

Work closely with the Assistant Director to educate graduating students about alumni benefits, keeping them engaged and collecting address and other contact information as they head off to residency training.

Using thoughtful and fully integrated event and communication strategies continue to build and promote Medical Alumni Weekend.

Work closely with the Assistant Director and other members of the Reunion Team to build an active class based volunteer structure to better involve and engage members of the alumni body.

Take responsibility for the 25th, 50th and Half Century classes as well as departments or affinity groups wishing to program for specific alumni during the weekend (i.e. Stead Society, Surgery department, PA, PT).

Develop, recommend and implement strategies for marketing and promoting alumni activities, programs and services to promote alumni involvement and participation.

Work in partnership with the Director of Communications to oversee alumni communication via a communications calendar and set standards of practice.

Utilize print and electronic media to keep alumni abreast of School of Medicine and Duke Medicine news and to feature accomplishments of alumni, faculty, and students.

Coordinate closely with the Executive Director and Director of Development, School of Medicine Development & Alumni Affairs in order to assure a unified and concerted outreach to the alumni.

Direct alumni programs to build and foster positive alumni relationships through communications, events, and volunteer opportunities.

Set strategic goals and objectives as well as oversee the planning and implementation of a comprehensive program with diversified activities designed to keep alumni informed, interested, and actively engaged in the life of the medical center.

Develop and submit for approval by the Executive Director, School of Medicine Development & Alumni Affairs annual program goals and operating plans.

Work closely with the Executive Director to staff the Medical Alumni Council (MAC) and its meetings and projects.

Oversee the execution of board management strategies.

Duties may include: arranging two yearly meetings, staffing council subcommittees, fostering strong and productive relationships between its members and the academic and administrative leadership.

Coordinate nomination and election of alumni representatives to the MAC, staff the nominations and awards committees and support the process, and coordinate the nomination and election of alumni representatives from MAC to the Duke University Alumni Association Board and the Duke Medicine Board of Visitors.

Oversee preparation of meeting materials, packets, minutes and other printed or digital elements needs for all meetings, including subcommittee, nomination, awards and other committees.

Help ensure the quality of content and process is high reflecting on the quality and professionalism of the Duke Medicine and supporting the Duke brand.

Perform other duties as assigned.

Required Qualifications at this Level

Education/Training

Work requires analytical, organization and communications skills generally acquired through a bachelor's degree program. Master's education preferred.

Experience

Minimum of 10 years related alumni and development programs management experience. Significant program development, personnel and project management experience strongly preferred.

Skills

Position requires some travel and a commitment to working some evenings and weekends.

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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.

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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.

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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.