The Alumni Relations team is the part of the Office of the Dean of the Medical School that plans and implements alumni relations activities, engagement, and outreach for the school. This team is responsible for growing an active, informed, engaged, and philanthropic alumni body.
The Alumni Relations Assistant will support the execution of engagement and philanthropic programs that build critical bridges between current students, medical school alumni, resident alumni and fellowship alumni. The Alumni Relations Assistant is responsible for supporting key engagement events and communications that will build and strengthen alumni connections and promote giving to the Medical School.
This position reports to the Director of Alumni Relations for the Medical School. Typical hours are Monday through Friday, 7:45 am to 4:30 pm, but may require some flexible scheduling for occasional evening events (about 2-3 per year).
Duties and Responsibilites:
Event Coordination (40%):
Work with Alumni Relations (AR) leadership to identify event needs, goals and budget; make recommendations for venues, event structure, and logistics.
Assist with developing event project timelines; support maintenance of Asana online project boards, and help ensure adherence to project delivery deadlines.
Identify and secure venues for all alumni relations events, negotiating contracts and building relationships with venue managers to ensure smooth event operations.
Develop and order menus for all events, taking into account dietary needs and cultural considerations of guests, and AR budget allocation.
Proactively handle any arising issues and troubleshoot any emerging problems on event days.
Work with AR leadership to design event assessment tools and communications; build surveys to assess event effectiveness toward meeting goals.
Track event costs by program, ensuring adherence to budget; make recommendations for cost savings where possible; process invoices to make sure vendors are paid promptly.
Coordinate with Medical School Communications team to obtain marketing collateral for all events (e.g., programs, invitations, web and email banners, etc.).
Contribute content to online event toolkit for Medical School departments.
Coordinate with AR Director, honorees, and promotions vendor to order annual alumni awards trophies.
Propose ideas to improve provided services and event quality.
Ensure compliance with University event policies
Serve as primary Salesforce Marketing Cloud (SMC) email builder for Alumni Relations and departmental alumni communications; coordinate with AR leadership and department contacts for content, creation of sender profiles, and email development timeline.
Participate in curation of relevant and engaging content for monthly alumni e-newsletter.
Assist with curation and posting of content for AR social media channels; make recommendations for ways to increase engagement and reach through social media.
Assist in maintaining AR web content; contribute to website redesign process.
Alumni Relations Support (20%):
Manage processes expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
Develop and oversee administrative workflow for assigned project areas, identify operational gaps, and make recommendations to improve inefficiencies and effectiveness of business operations.
Independently problem solve, plan and complete administrative projects for Alumni Relations.
Research administrative and operational problems. Gather related data, analyze past and current practices, and recommend solutions for systemic issues and/or local level issues that require escalation.
Contribute fully as member of Alumni Relations team, making recommendations for engagement or communications opportunities or other strategic tactics.
Support alumni board functions; coordinate and schedule meetings, secure venues and meals, and ensure appropriate technology set up (e.g., conference call, projectors, etc.).
Monitor AR departmental email account and respond to emails or escalate to AR leadership.
Assist with tracking of alumni volunteers.
Help Assistant Director coordinate HOST program; track housing requests and make recommendations for host matches.
Coordinate purchase of promotional materials in collaboration with Assistant Director.
Provide research, compiling data and developing reports as required for special projects.
Remain current on Medical School goals, priorities, programming, and needs in order to communicate effectively with diverse community of alumni and students.
Data Management (15%):
Serve as primary DMS (alumni database) point person; track and request data extensions and reports; communicate with requesters and follow up with UMF query team to resolve issues as they arise.
Assist Director in annual verification of departmental data against DMS records.
Enter monthly engagement data into DMS to ensure accuracy of engagement metrics; request and track groups as needed.
Modify and update alumni records; research contact information from online sources to increase number of contactable alumni.
Request reports and analyze data for reports and strategic planning purposes.
Other Duties as Assigned (5%)
*The University of Minnesota offers a comprehensive benefits package including:
Competitive wages, paid holidays, vacation and sick leave
Low cost medical, dental, and pharmacy plans
Health care and dependent daycare flexible spending accounts
Excellent retirement plans with employer match
Disability and employer paid life insurance
Wellbeing program with reduced insurance premiums
Tuition reimbursement opportunities covering 75%-100% of eligible tuition
**Salary Range: $19.23/hr to $29.76/hr, depending on qualifications
All required qualifications must be documented on application materials.
High school diploma/GED and five years related experience to include project management. Coursework in a related field may substitute for some years of experience.
Strong attention to detail and excellent organizational skills.
Ability to prioritize, manage multiple projects, and work efficiently and independently.
Flexibility and initiative combined with the skills for thriving in a team environment to achieve institutional goals.
Ability to navigate and thrive in a large, complex organization.
Ability to develop and maintain positive working relationships with diverse internal and external partners.
Collaborative work style and timely, thorough follow-up.
Strong computer skills, including MS Office and Google Suite (Gmail, calendar, and Drive).
Strong interpersonal, written and verbal communication skills.
Must be able to work occasional evenings as event schedule requires.
Two or more years’ experience planning and/or assisting with planning and implementation of large meetings and special events.
Experience with alumni relations and/or higher education.
Demonstrated ability to represent a collegiate unit with professionalism.
Ability to work successfully and cooperatively in a team environment with a variety of constituents (including student affairs professionals, faculty, corporate partners, students, benefactors, alumni, and external contacts).
Demonstrated success at building relationships and working effectively with culturally diverse communities.
High degree of discretion and demonstrated ability to handle and maintain confidential information.
Experience with Salesforce Marketing Cloud (SMC) or other mass email system.
Experience using Donor Management System (DMS).
Experience with Asana or other online project management tools.
Experience with Qualtrics or other online survey tools.
Familiarity with Box or other online file management systems.
Experience and skills related to social media curation and management.
Experience with information technology including website principles/conceptualization and familiarity with databases.
Internal Number: 335954
About University of Minnesota, Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.