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Position Announcement

Assistant Director, Alumni Affairs
Recruitment No. 6620713

Human Resources seeks candidates for Assistant Director, Alumni Affairs in Alumni Affairs.  This position reports to the Alumni Affairs Director and holds responsibility for event and membership coordination.  Alumni events for which the incumbent is responsible include but are not limited to award recognition, class reunions, tailgate parties, Wake Up with Washburn, After Hours and receptions, luncheons and dinners for in-state and out-of-state Alumni groups.  Travel will be required to coordinate events.  At times, depending on the nature of the information entrusted to the incumbent, the respect of confidentiality is important.



Event Coordination

Plan, coordinate and facilitate Washburn University alumni events to serve the interests of all University alumni or targeted groups and encourage their ongoing involvement in and support of Washburn University after graduation from the University.  Identify and reserve locations, schedule catering, coordinate mailing of invitations/brochures, prepare name tags, purchase speaker gifts and perform other tasks necessary to coordinate logistical details for each event and ensure its success.  Maintain a calendar of events to facilitate planning and scheduling for the Alumni Affairs Department, adding events and deadlines to the master calendar as they are scheduled.  Review and assess planning activities and the outcome of completed events, network with University alumni as well as peers at other colleges and universities to identify ways to increase the success of Alumni Affairs events.  Determine additional events that may increase alumni participation and recommend changes in events and the events calendar for approval by the Director.

Serve as point of contact/liaison with alumni award recipients to answer questions, assist in making special arrangements and general preparations for their appearance at award events.  Work with University Deans, Alumni Affairs sponsors, faculty and other stakeholders to assist with scheduling and organizing Alumni Fellows programming and luncheons.  Serve as liaison for those involved in planning to facilitate communication and maximize planning efforts.  Work closely with groups interested in hosting alumni events to determine their needs and lend assistance in planning and coordinating special events.  Offer recommendations and guidance during planning, provide mailing lists and offer other assistance as appropriate to support each group’s efforts and ensure the success of their events.

Membership Coordination

Evaluate current membership programs, research practices at other colleges and universities, network with University graduates and Alumni Association members and develop and implement strategies to increase Alumni Association membership through renewal of current and lapsed memberships and the addition of new members.  Develop and implement specific strategies to encourage membership among targeted populations such as recent graduates, specific age groups and others with potential for increased membership rates.

Work with the Media Relations Specialist and with staff in University Mail and Print Services to develop and design brochures and mailings to inform members of scheduled events and invite their attendance.  Send membership renewal notices to members via US Mail and email.  Advertise and promote use of the online and automatic membership renewal process to increase efficiencies in renewal processing in the Alumni Affairs office.  Enter membership information into the alumni database; prepare and deposit dues payments according to University policy.  Select and distribute appropriate gifts to recognize and thank each new or renewing member for joining the WU Alumni Association.

In cooperation with and support of the Director, identify, compile and prepare materials for Alumni Board of Directors meetings to provide information in support of discussion items on meeting agendas.  Attend Board meetings, serving as a resource and offering general assistance to board members and committees.

Identify, modify and extract information from the Alumni database for analysis and reporting as required.  Proofread and edit the WU Alumni magazine, “The Ichabod” and all other publicity pieces produced by the Alumni Office to ensure that all materials are accurate and in good form for publication.

Respond to telephone and personal inquiries to extend good customer service and enhance customer relations.  Oversee daily office operations in the absence of the Alumni Director.  Schedule, assign and coordinate staff, student workers and student and alumni volunteers as appropriate to assist with daily operation of the Alumni Affairs office and with coordinating and supporting special events.

Perform other duties as assigned.


REQUIRED:  Bachelor’s degree.  Experience in constituent/member services, public relations or related field.  Demonstrated proficiency in verbal and written communication in English, strong work ethic, punctuality, organizational and excellent interpersonal skills.  Ability to work with individuals diverse in age and background, multitask, utilize Microsoft Office products and relational databases, work occasional weekends and evenings and on assignments requiring multiple days out of the office and/or outside of Topeka.   

PREFERRED:  Washburn University graduate.  Experience in higher education alumni relations and/or in an educational setting.  Skill in basic layout and design of flyers, invitations and other promotion materials.


Submit a letter of interest, resume, Resume Supplement for Administrative Positions, copy of official college transcript(s), and names and phone numbers of three professional references to getajob@washburn.edu or to Washburn University Human Resources, 263 Morgan Hall, 1700 SW College, Topeka, Kansas  66621. Review of applications will begin August 5, 2013, and continue until a suitably qualified candidate has been identified.  Salary is low $40K commensurate with qualifications.  Excellent fringe benefits package.  Employment at Washburn University may be conditioned upon satisfactory completion of a background check.