University of Virginia
Alumni Association
JOB DESCRIPTION
Job Title:
Associate Director of School Engagement
Full-time/Part-time:
Full-time
FLSA Status:
Exempt
Supervisor:
Managing Director of Alumni Engagement
Date Prepared:
March 2012
GENERAL SUMMARY:
As a primary component of the University and the Alumni Association’s strategy to
engage alumni, the Alumni Engagement department is tasked to accomplish the
following fundamental goals:
a) Re-connect significantly more alumni and students to the University through their
participation in Reunion and class activities and through a more cohesive,
collaborative presentation of University interests at these activities.
b) Engage and invest significantly more alumni in a higher level of volunteerism in
alumni activities.
c) Develop far-reaching synergies across the traditional and emerging Alumni
Engagement programs at the University and the Alumni Association.
Meeting the engagement needs and interests of the alumni from the School of
Engineering and Applied Science (the University’s second largest school) is critically
important to the department’s overall goals. This position seeks to accomplish three
major roles:
 Through a thorough understanding of the Engineering alumni population and its
culture, promote Engineering alumni participation in existing alumni engagement
programs (as volunteers and participants).
 Within the context of the strategic interests/direction of the Virginia Engineering
Foundation, develop and execute events and programs to engage a maximum
number of Engineering alumni.
 Through coordination and communication, build a bridge between engaged
alumni and the fundraising efforts of the Virginia Engineering Foundation.
Ideal candidates should have a thorough understanding of the culture the University of
Virginia as well as the culture within the School of Engineering and Applied Science.
Candidates should have extensive experience with alumni affairs, strategic planning,
event planning, marketing, and volunteer management. Strong communication and
technological skills are required. Research and analytical skills are desired. Successful
candidates will work both independently as well as collaboratively within the department
and the University. This position will also be expected to represent both the Virginia
Engineering Foundation and the Alumni Association at various University events.
SPECIFIC DUTIES AND RESPONSIBILITIES:

Managing Projects (40%)
o Serving as a member of the Alumni Association engagement eam with a
specific focus on the School of Engineering and Applied Science (SEAS) and
its foundation, Virginia Engineering Foundation (VEF). Work with the
Foundation director and the development staffs to help SEAS and VEF meet
their alumni engagement goals.
o Assisting the Foundation Director with the overall alumni engagement
strategy to ensure that the School remains on track to reach its engagement
goal; working with development team to learn and implement best practices
for donor retention and acquisition; recruit volunteers, manage and follow-up
with opportunities for alumni engagement
o Builds senior-level relationships across internal departments and offices to
drive collaboration and project success
o Assisting in promoting engagement activities and events to young alumni
o Managing the collection and analysis of data for internal and external
reporting; evaluates, on quantitative and qualitative basis, effectiveness of
programs and special projects towards meeting established goals and
objectives and promoting continuous improvement.
o Stays closely aware of projects, high-level initiatives, and emerging issues
across University community and pro-actively helps to adjust School’s
approach based on changes in direction, priorities, and resources
o Advises Foundation Director and other management on issues of strategy and
operations related to and beyond the School

Communication/Outreach (30%)
o Develops and implements a coordinated alumni communications program in
support of alumni engagement goals. Works with VEF and Alumni
Association Communications Department to accomplish this. Programs may
include periodic email, e-newsletters, web content and social media. Creating
tools and processes for tracking weekly alumni outreach emails
o Using alumni data to develop compelling marketing materials for internal and
external audiences
o Drafting high quality written communications and professionally responding
to alumni with a high level of customer service
o Managing major communications with alumni, including designing e-invites
for events and managing school marketing resources for consistency
o Maintains and builds relationships with external stakeholders to drive
collaboration and project success
o Cultivating relationships with fourth year class to support them as they
transition into the alumni movement

Event Logistics (15%)
o Develop, plan, and execute new engagement programs/events in direct
coordination with the strategic interests/needs of the Virginia Engineering
Foundation.
o Assisting the Foundation and Alumni Association Managing Director in
managing existing special event projects such as Reunions, Homecomings,
Finals, etc.
o Managing the recruitment and coordination of alumni volunteers for special
events.

Systems & Operations (5%)
o Engaging in cross-functional team comprised of School’s support staff and
key members of the Alumni Association, to ensure that office operations, staff
culture, and collaboration across program, school strategy, alumni, talent
recruitment, development, and operations teams are optimize
o Tracking the alumni affairs budget
o Managing the alumni calendar
o Sending alumni outreach emails
o Uploading and updating website with alumni affairs news and opportunities
o Proficient usage of University donor database BSR/Advance
EDUCATION:
1.
A bachelor’s degree is required. A degree from the University of Virginia is
preferred and/or an active knowledge of the University and its traditions is
necessary. Ideal candidate will be a graduate of the school they represent.
EXPERIENCE:
1.
2.
3.
4.
Three to five years’ experience in a position where event planning and
coordination were primary.
Experience managing volunteers and working in alumni affairs.
Experience in writing and managing communications.
Experience monitoring and managing budgets.
SKILLS/CERTIFICATIONS:
1.
Excellent skills in all Microsoft Office software applications.
2.
Ability to think strategically and envision building programs.
3.
Ability to analyze input/feedback from alumni as well as research demographic
information about constituencies.
4.
Excellent writing/editing skills.
5.
Ability to adapt to rapidly evolving technological means of communicating to
alumni.
6.
7.
8.
Ability to learn proficient use of BSR/Advance (alumni development program) is
necessary. The individual must learn to navigate BSR/Advance as well as
effectively use means of mass communication, especially electronic means (email).
Ability to prioritize and manage multiple tasks and meetings simultaneously is
necessary.
Design skills, advanced Excel skills, marketing and research skills are all highly
desirable.
CONTACTS:
1.
U.Va. Alumni Association staff/co-workers.
2.
Virginia Engineering Foundation staff/co-workers
3.
Office of Engagement
4.
Reunion Giving / Major Gift officers.
5.
School and DPA development officers.
6.
Alumni Volunteers
7.
Vendors to coordinate issues pertaining to both students and alumni (i.e.
entertainers, caterers, etc.)
8.
Office of the Dean of Students
ENVIRONMENTAL/WORKING CONDITIONS:
Fast-paced office environment. This position will be embedded within the Virginia Engineering
Foundation to better understand the culture of the School of Engineering and Applied Science as
well as to better understand the strategic direction of the VEF. Regular meetings and
conferences will occur in/with the Alumni Association and specifically the Office of Alumni
Engagement. Sporadic lifting of materials weighing up to 50 lbs. may be required.
OTHER:
The position necessitates overtime on weekends and evenings and requires the devotion of
several full weekends to the VEF/Association over the course of the year.