Associate Director of Alumni and Parent Engagement, Admissions and Career Volunteers

Aug 28, 2017
Executive Administration Jobs
C-Level & Executive Directors
Institution Type
Four-Year Institution

Associate Director of Alumni and Parent Engagement, Admissions and Career Volunteers

Instructions for Applicants:
Please read the following carefully before beginning the online application process.

To be considered for employment at Willamette University, please complete our online employment application. Your application and all required attachments must be submitted for each individual job post that you are interested in applying for. If there is an application deadline, please ensure that your application is submitted by the deadline. Once you submit your application you will not be able to edit your application.

Position Summary:
The Associate Director of Alumni and Parent Engagement reports to the Executive Director for Alumni and Parent Engagement. Heading a new and exciting program, the Associate Director provides administrative leadership and support for programs involving alumni volunteers in the assistance of Admission and Career Development efforts. Initiates, plans and coordinates activities and programs for Alumni Admission Ambassadors and Career Volunteers.

The Associate Director will share in the duties of officially representing the Office of Alumni and Parent Engagement at on-and-off-campus events. While staying focused on independent programs and projects, the Associate Director will work in a team setting where responsibilities of planning and implementing initiatives involve volunteers, other Alumni and Parent Engagement staff and colleagues across campus.

The Associate Director is an effective and proactive communicator, volunteer manager and creative thinker who can work on deadline and with a strategic vision.

Essential Functions:

Volunteers for Admission Program (35%)

In partnership with the admissions office, develop an annual plan and goals for regions, constituencies, and audiences that would benefit from direct involvement of alumni and parent volunteers working on behalf of the program. Ensure volunteer recruitment and activity goals are met for activities such as college fairs, interviews, admitted student activities, and admissions events. Responsibilities include:

  • Acts as primary liaison between the Offices of Admission and Alumni and Parent Engagement.
  • Coordinates activities to best utilize alumni for the recruitment and retention of prospective students.
  • Strategically recruit and train alumni volunteers for the Alumni Admissions Ambassador program.
  • Secures alumni volunteers for fall and spring college fairs.
  • Plans and coordinates National Interview Day.
  • Coordinates admitted student note card campaign.
  • Recruits alumni to attend various on- and off-campus admission events.
  • Matches alumni with students for informational admission interviews.
  • Create and coordinates informational mailings to alumni volunteers.
  • Coordinates correspondence from Alumni Board President to legacy admitted students.
  • Attends regular staff meetings.
  • Plan and implement, in coordination with admissions, on campus legacy visit program.
  • Meets with Senior Associate Director of Admissions regularly.

    Volunteers for Graduate Admission Programs (35%)
    Acts as primary liaison between the career development teams in the College of Liberal Arts, College of Law and Atkinson Graduate School of Management and Alumni and Parent Engagement.
    Strategically recruits alumni volunteers to assist with career networking and mentoring.
    Work with career development staff on connecting students with alumni.
    Communicate regularly with alumni career volunteers.
    Coordinate with career services staff on events and programs involving alumni.
    Assist in employer outreach efforts as deemed necessary by career services partners.

    Volunteer Communications and Management (25%)

  • Develops role descriptions, training materials, recruitment collateral
  • Recruits and train and support volunteers.
  • Assess organizational need and capacity for volunteers, set goals for programs, recruit and support volunteers to accomplish University goals.
  • Develops, in partnership with database administrators, a volunteer tracking system.
  • Conduct end of year program evaluations including volunteer surveys to insure structure aligns with strategic priorities of the department.
  • Works closely with Alumni Board and Parents Leadership Council and other volunteer leadership boards in the recruitment and stewardship of volunteer pipeline for admission and career volunteer programs.
  • Ensures appropriate stewardship of all alumni and parent volunteers in coordination and partnership with the Director of Donor Relations.

    Other (5%)

  • Provide staff support for the Alumni Board and Parents Leadership Council.
  • Represents Willamette as needed at regional events; occasionally visits alumni and parents to identify, cultivate and recruit volunteers.
  • Other duties as assigned.

    Minimum Qualifications:

  • Bachelor's degree required.
  • A minimum of two years of related work experience.
  • An appreciation for and understanding of the value of a liberal arts education, with specific understanding of Willamette University preferred.
  • A demonstrated excitement and interest in helping to build and coordinate regional communities and key groups of alumni, parent and student volunteers.
  • Excellent interpersonal skills and a strong customer service orientation.
  • Ability to effectively communicate the value, message and brand of Willamette University.
  • Excellent oral and written communications skills. Great tact and diplomacy is required to maintain the confidentiality and integrity of the program.
  • Proficient in Microsoft Office Suite. Knowledge of modern data management practices and techniques including data-based computerized information systems, data modeling, and models of analysis that leads to effective decision making on behalf of the program.
  • Demonstrated success in work organization, project and time management.
  • Personal proactive initiative and an ability to manage projects simultaneously, to set priorities and follow-through on projects.
  • Proven ability to work independently as well as collaboratively on a team, strong writing, revising, editing and proofreading skills, and the ability to maintain a high standard of accuracy and quality under pressure of deadline and with a high level of professionalism.
  • Demonstrated ability to effectively motivate, train and support colleagues and volunteers.
  • Ability to set collaborative goals and to see projects to completion in reflection of goals.
  • Ability to work effectively in a team environment—with a mix of deans, faculty, alumni, parents, students and staff.
  • Willingness to work evenings, weekends and travel.
  • Must possess a valid Oregon driver's license and have a satisfactory driving record.
  • Successful clearance of a criminal conviction record check.

    Preferred Qualifications:

  • Admission, alumni and parent engagement experience.
  • Experience with an admission CRM, Slate preferred.

    Willamette University's Office of Advancement is composed of three units: Major Gifts, Alumni and Parent Engagement and Advancement Strategy and Operations. We strive to maintain a highly collaborative, upbeat and friendly environment while working diligently on achieving our goals. A sense of humor and positive attitude are helpful.

    To learn more about the Office of Advancement, visit

    This is a full-time exempt position. This position is eligible for the University's generous benefits package
    Pay is commensurate with experience, background, and education.

    As part of your online application, you will need to submit the following documents in the "My Experience" and Resume/CV subsection:
  • Cover letter addressing the required/desired qualifications and presenting any other applicant characteristics which deserve emphasis
  • Current Resume
  • As part of the application you will be asked for references, please include contact information including emails.

    Application deadline: Review of applications will begin immediately and will continue until finalists are selected.

    To Apply, visit: