Assistant Director, Alumni Affairs

Role Description

The purpose of this position is to coordinate alumni events and programming to increase alumni engagement. This role collaborates in a team setting to promote the University and cultivate internal and external constituents in support of the mission, vision, and values of the University of Montevallo.

Qualifications

• Tech savvy with knowledge of database management programs, such as Raiser’s Edge, and other business software.
• General knowledge of marketing, public relations, bookkeeping, and other standard business practices.
• Initiative and self-direction.
• Adaptable with ability to handle multiple projects and details simultaneously.
• Ability to prioritize tasks to meet deadlines.
• Effective oral and written communication skills.
• Ability to travel and work extended hours including nights and weekends.
• Ability to maintain confidential information.

Education and Experience

• Bachelor’s degree required; master’s preferred.
• Alum of UM is preferred but not required.
• This position requires 2 years of experience in a progressively responsible position in a non-profit, higher education, or similar setting. Liberal arts background is preferred.
• Experience with event planning is preferred.
• Experience working with volunteers is preferred.

Job Duties

1. Manage the full event lifecycle for alumni events, including planning, registration, venue reservation, setup, breakdown, and seamless on-site coordination, to ensure successful execution aligned with event objectives.
2. Serve as the event logistics coordinator for alumni events and UMNAA programs during major University events (e.g., Homecoming, Founders’ Day), independently managing logistics and materials. Provide oversight to volunteers and staff members as needed.
3. Oversee administrative and operational support for the UMNAA Junior Board of Directors, from scheduling and materials to communication, to maintain seamless operation and active board engagement year-round.
4. Perform UMNAA Board meeting logistics and technical execution, providing real-time troubleshooting and comprehensive reporting to support board governance.
5. Lead board committee meetings as assigned, providing leadership for specific workgroups and ensuring operational continuity alongside the Director.
6. Maintain the accuracy of UMNAA financial records by processing invoices, travel authorizations, and reimbursements, while coordinating with Advancement staff to support budget development and the distribution of financial reports.
7. Facilitate the execution of Alumni Club events by directing planning efforts, establishing timelines, and securing venues, while ensuring all operational needs are met within budget and finalized through post-event financial reconciliation.
8. Coordinate the intake and organization of alumni data by managing various online requests, updates, volunteer forms, and registration and compiling information into reports for database integration and event evaluation.
9. Partner with the Director to develop and manage initiative with current students and organizations to cultivate a seamless transition from student to alum, specifically acting as an advisor for the Future Alumni of Montevallo student group. Supervise student staff, providing and managing daily tasks, ensuring optimal efficiency.
10. Provide exemplary customer service by delivering thorough, accurate, and timely responses to all donor and stakeholder inquiries (via email, phone, etc.), and assist with alumni communication methods (e.g., newsletters, surveys, social media) as needed.
11. Participate on university committees as assigned and foster consistent collaboration with campus departments to integrate alumni into university-wide initiatives.
12. Represent the Office of Alumni Affairs at University and community events as needed, acting as a professional ambassador and point of contact for alumni, donors, and stakeholders.
13. Proactively inform the director of any potentially harmful or negative situations that may directly affect the Office of Alumni and Advancement, the UMNAA, the Junior Board, or the University.