Coordinator, Outreach and Volunteer Engagement

Jun 22, 2017
Institution Type
Four-Year Institution
About The Unit: Join the University of Chicago Medicine and Biological Sciences Development (MBSD) team during a time of exciting momentum under the leadership of seasoned, dedicated, and talented professionals. This is a unique career opportunity to work with a dynamic organization driving the visionary and fundraising themes for the University of Chicago Campaign: Inquiry and Impact. Of the $4.5B Campaign, $1.2B will support medicine and biological sciences in research, patient care, and education and training programs, including several transformational initiatives. MBSD's mission is to inspire and facilitate philanthropy at the University of Chicago Medicine by building relationships with those who share its goals of advancing excellence in research, education, community, and patient care. We accomplish this mission through expertise, integrity, creativity, and collaboration. Be part of a team of colleagues whose commitment and contributions enable success and global impact in a bold Campaign.

Unit Job Summary: The Outreach and Volunteer Engagement Coordinator is responsible for serving alumni of the Pritzker School of Medicine and the Division of the Biological Sciences. S/he plays a key role in providing support to our alumni and donors by serving as a front line provider of customer service and donor relations. The Coordinator performs complex and diverse responsibilities in support of the Outreach & Volunteer Engagement team. S/he assists in the planning and execution of Alumni Council and ad hoc meetings. S/he helps plan regional programs and events for alumni, students, and faculty. The Coordinator serves as a member of the Medical Alumni Reunion team and triages Reunion questions from alumni throughout the year. The Coordinator prepares reports and analyzes data for MBSAA and Reunion programs. S/he prepares presentations for Alumni Council meetings, Reunion, and other meetings. In addition, the Coordinator helps execute MBSAA sponsored student events such as White Coat, Match Day and the Divisional Academic Ceremonies. The Coordinator will plan and execute events and programs designed to engage students and alumni in meaningful ways that advance the objectives of the Alumni Association. These include, but are not limited to Alumni regional events, Chicago area Alumni events, Graducon/BSD MyChoice Career Forum, Match Day, and Reunion. In addition, the Coordinator will support the Senior Director in executing incoming and outgoing student events. The Coordinator is responsible for all facets of the registration process for the annual Medical & Biological Sciences Reunion. This includes creating the registration website, tracking registration, collecting payment, issuing refunds, resolving registration issues and answering questions. S/he will support the Director in managing the Alumni Council as well as the 6 ad hoc committees: the Executive Committee, the Awards Committee, the Regional Programs Committee, the Nominating Committee, the Editorial Committee and the Chicago Partners Committee. S/he will handle Alumni Council and ad hoc committees meeting logistics, including meeting set-up, drafting and distributing meeting invitations, handling RSVPs, taking minutes and assisting members with travel planning. S/he will manage the Alumni Council roster, directory, listserv, and website updates. S/he will assist with the distribution of all meeting materials, before and after Council and committee meetings. The Coordinator provides excellent customer service and problem solving for alumni and donors including: answering phone lines, responding to email, and handling gift and registration exceptions. S/he serves as the first line of contact in most instances by triaging inquiries and determining the best person to respond if the Coordinator does not have the answer. S/he prepares mailing lists for alumni events and Reunion class communications. The Coordinator manages the reconciliation of Reunion registrations and prepares the registration reports for Gift & Record Services as well as the Bursars office. S/he also prepares post event analysis for all regional events to inform future strategy and manages monthly Reunion reporting. S/he assists with preparation and management of the alumni relations budgets. This includes preparing expenses, handling reimbursements, processing gifts and monitoring and reconciling accounts. The Coordinator serves as a member of the Reunion team. S/he attends team meetings and takes notes at the meeting for distribution to the team. S/he works with the Director of Alumni Relations to manage the meeting agenda and project timelines.

Unit Education: A bachelor's degree is required.

Unit Experience: A minimum of one year of experience in development or a related service-oriented field required.

Unit Job Function Competencies: Ability to work on multiple projects simultaneously, set priorities, and meet deadlines required. Ability to work well within a team of highly motivated individuals required. Outstanding interpersonal and communications skills characterized by the ability to write well with a strong commitment to customer service required. Excellent diplomatic skills required. Ability to maintain confidentiality required. Ability to learn and manipulate databases required. Ability to attend and help with weekend and evening events required. Ability and willingness to travel required. Valid driver s license required.

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