Assistant Director of Alumni Relations

Plan and manage events specific to the office of alumni relations; manage communications including social media accounts; work with the director of alumni relations to plan and execute alumni programming. Areas of focus will include event planning and promotion, alumni engagement, digital communications and targeted alumni programming.

The ideal candidate should be an enthusiastic and creative communications and/or event professional with experience in constituent engagement and relationship-building and a desire to connect with and provide amazing experiences for TXWES alumni. This role must be able to multi-task, stay organized and adjust to changes all while having fun and working collaboratively.

• 1. Manage events specific to the Office of Advancement and Alumni Relations. Event planning should include, but is not limited to, the following tasks.
• Serve as project manager, setting and maintaining timelines, priorities, and checklists for all events
• Serve as point of contact to third-party vendors for catering, event rentals, photographers, etc., and internal constituencies including marketing, security, and IT
• Research and book event venues
• Oversee mailing lists, invitation process, and RSVPs
• Manage internal and external event promotion, including electronic and printed pieces
• Oversee all aspects of on-site event needs, including staffing, to ensure that event setup and teardown are done in a timely and organized fashion, devising alternative options for unseen circumstances such as inclement weather, etc.
• Collaborate with campus partners, when applicable, to ensure event tasks are well-defined, designated to appropriate personnel, and documented
• Gather quantitative and qualitative data for the event to support continuous quality improvement
• 2. Work with Marketing & Communications to:
• Compile and submit complete information for promotional and print materials using their software program and comply with their deadlines.
• Proactively ensure a consistent University brand is maintained through all promotional materials and on-site at events.
• Work with outside vendors on the ordering or promotional items.
• 3. Manage social media content across multiple platforms and develop strategies to enhance alumni engagement.
• 4. Create and implement strategic plans to engage alumni through various methods. Engage individual alumni through personal visits and communication.
• 5. Assist with Alumni Board management and oversee the alumni scholarship process. Engage individual alumni through personal visits and communication.
• 6. Manage alumni communications calendar and draft text for event promotions to be used on the University calendar, print and e-mail promotions, and various online platforms.
• 7. Establish event follow-up process, including, but not limited to the following:
• Analyzing event performance through post-event meetings with internal and external stakeholders, surveys, and other means necessary
• Utilizing feedback to continually improve event performance
• Sending thank you correspondence to attendees, hosts, volunteers, etc.
• Collaboration with donor relations on post-event stewardship opportunities
• 8. Supervise office student worker(s), when applicable.
• 9. Other duties as assigned by the vice president of advancement or the director of alumni relations.

• Three (3) years of experience in planning and coordinating events and/or communications.
• Proficient knowledge of utilizing social media platforms – primarily Facebook, Instagram, and Linked In – for program and event promotions, and constituent engagement.
• Experience in planning and assessment, including formulation, development, implementation, and evaluation.

Preferred:

• Previous employment at a university or college, preferably in university advancement or alumni relations.
• Experience with Raiser’s Edge data software and/or Blackbaud Net Community.

• Ability to work evenings and weekends.
• Ability to plan, prioritize tasks, and meet deadlines.
• Ability to handle highly confidential, sensitive issues with diplomacy and discretion, while complying with FERPA & privacy…