PAV: Development and Alumni Engagement Assistant

Updated: about 6 hours ago
Location: Campus, ILLINOIS
Job Type: FullTime

Job Title:

PAV: Development and Alumni Engagement Assistant

Job Summary:

Reporting to the Director of Alumni and Donor Relations, the Development and Alumni Engagement Program Assistant V is responsible for supporting the School of Law development and alumni relations team. This role will primarily focus on supporting events and alumni relations, fundraising efforts, data retrieval, analysis, and reporting.
● This role works closely in collaboration with the team on event logistics by creating event registration pages, coordinating venue proposals, coordinating with vendors, creating event invitations, marketing events, tracking RSVP’s, coordinating communication, and supporting day of event logistics.
● The Program Assistant works closely with central development in pulling Law School donor and alumni reports for acknowledgements, appeals, events, research, reporting, and metrics assessment. They will also help execute annual giving solicitations from conception to acknowledgment of the gift. The program assistant will have opportunities to take ownership of projects and influence decisions.
● This role also supports email communications, data tracking, and day-to-day operations.

Full Job Description:

Job Responsibilities

  • Work closely with the Development and Alumni Relations team to plan law school events, ranging in size from 10 people to 500 people and ranging in format from intimate VIP donor events to large receptions, symposiums, and debates. Participate in weekly Law Alumni meetings to maximize the benefit of each event for the greatest number of external audiences.

  • Handle all event logistics including, but not limited to, event planning, program and speaker coordination, travel arrangements, room set-up, catering, décor, A/V and IT needs. This work is done in collaboration with the University’s Office of Events Management & Guest Services for on-campus events, or with outside vendors and service providers for off-campus events. -Determine and coordinate staffing needs for individual events. 

  • Create post-event evaluations to determine “best practices” and attendee satisfaction, leveraging staff debriefs.

  • Work with Development Services to establish consistent data reporting and list pulls regarding donor giving, alumni research, events support, and metrics analysis. Track the acknowledgment process, producing thank you letters for donors and ensuring that personalized letters are sent to high level donors.

  • Plan and manage events and programs designed to keep alumni engaged and connected to the law school throughout their careers and to help keep them aware of the various ways they can support USF School of Law and USF School of Law students through their time, through employment opportunities and with financial gifts.

  • Partner with USF’s Special Events, Alumni Engagement, Development Services, Data Analytics, and Annual Giving team when appropriate, to maximize outreach and alumni engagement.

  • Oversee financial processes such as bill payment, expense processing, speaker reimbursement, and p-card reconciliation.

  • Be the point of contact for the Law Development office and act as the space coordinator, which includes monitoring inventory, ordering supplies, etc. 

  • Provide on-site management at events, helping to address and resolve any “day of” issues.

  • Work with the School of Law Marketing Partner to formulate and coordinate a marketing plan to ensure appropriate branding of all events.

  • Support the Director of Development as needed.

  • Manage student assistants.

  • Perform all other duties as assigned.

Requirements and Preferred Qualifications

  • Understanding and commitment to USF’s mission, vision, and values.

  • Post high school education preferred.

  • Training or experience equivalent to five years of increasingly responsible work experience in a senior support role or related education preferred.

  • 3-5 years of professional work experience preferred.

  • Professional event planning experience highly desired, as well as experience working in higher education or development.

  • Proficient in Microsoft Office Suite, Google Suite, Adobe Suite, email marketing systems, and graphic design programs.

  • Familiarity with Salesforce / Affiniquest or other fundraising database software highly desirable.

  • Excellent written and verbal communication skills.

  • Editorial, proofreading, copy editing, publishing, or other media experience desired as is ability to provide close attention to detail in all communications and materials.

  • Highly organized and detail oriented with a demonstrated ability to flourish in a fast-paced, high-volume work environment.

  • Ability to manage a high volume of emails, prioritize workload, take initiative in managing projects, and meet deadlines with minimum supervision.

  • Proven ability to work independently as well collaboratively as part of a team, with the ability to supervise students and volunteers.

  • Experience with or the ability to work with a diverse student body, faculty and staff.  Strong equity lens, cultural humility and proven ability to work well in a diverse context.

  • High comfort level negotiating contract terms with outside vendors.

  • Must be available for evening and weekend hours, as needed, for events that take place outside of normal business hours.

  • Be able to carry up to 10 lbs of event-related items such as name tags, banners, tablecloths, books and other materials.

Full-Time/Part-Time:

Full time

Pay Rate:

Hourly

Salary Range :

$39.50/hour

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