Assistant Director of Alumni and Family Engagement

Primary Function:

The Assistant Director reports to and assists the Director of Alumni Engagement and the Director of Family and Donor Engagement and works cooperatively to advance the goals and mission of the institution. The Assistant Director assists efforts to develop and execute strategies to increase alumni and parent participation through a variety of events on and off-campus. This role requires strong organizational skills and close attention to detail, particularly in managing event logistics and donor data. In addition, the Assistant Director serves as a representative for Sewanee while building lifelong relationships and identifying volunteer leaders.

This position works with considerable independence and self-direction. Only general direction and scope of the work to be accomplished are discussed with the supervisor.

• Career Band: 2C
• Exempt

Typical Duties & Responsibilities

• Manage daily office operations, including problem-solving, guest reception, and high-quality service to alumni and parents.

• Exercise independent judgment in event-related decisions, including printing, catering, budget approvals, and customer service resolution.

• Plan and oversee logistics for high-impact on- and off-campus alumni and parent events in alignment with divisional goals, including (but not limited to): Family Weekend, Homecoming, Athletics Hall of Fame Induction, Perimeter Trail Hike Weekend, Sewanee Golf Classic, Sewanee Club events, Parents’ Council meetings, Commencement, and summer send-off events. Responsibilities include invitations, RSVPs, name tags, event coordination, execution, and follow-up, all requiring a high level of accuracy and attention to detail.

• Utilize a variety of software platforms to support programs, events, and reporting.

• Respond promptly and professionally to alumni and parent inquiries via email, phone, and mail.

• Oversee scheduling and rental use of the McGriff Alumni House, including scheduling, communication with users, facility preparation, and contract execution.

• Support the Director of Family & Donor Engagement in all aspects of the Sewanee Parents’ Council, including meeting planning, volunteer coordination, and parent engagement efforts.

• Assist with parent-focused fundraising initiatives and communications, including summer send-off events and targeted outreach.

• Serve as a University representative in interactions with high-level donors and volunteers, providing accurate information and helping to cultivate meaningful relationships.

• Manage donor data and engagement activity using the University’s CRM and reporting tools, including list management and report generation, with careful attention to accuracy and detail.

• Leverage digital and web-based platforms to promote and support fundraising campaigns and events.

• Maintain confidentiality of donor and constituent information with professionalism and discretion.

• Collaborate across Advancement and University Relations teams—including stewardship, communications, and the Sewanee Fund, to support coordinated outreach and engagement.

• Assist alumni and their families with planning on-campus events.

• Supervise work-study students and temporary staff, including interns supporting Homecoming and Family Weekend.

Judgment Required: 

Judgment and discretion as to the use of established policies are required to perform the essential duties of this position.

Budgetary Responsibility: 

Directly prepares the budget for programs and has full responsibility for planning, forecasting, approval, and balancing the budget.

Machines & Equipment Used: 

Office Equipment and Software

Budgetary Responsibility: 

Directly prepares the budget for the program and has full responsibility for planning, forecasting, approval, and balancing the budget.

Personal Interaction/Communications: 

Student Contact: work-study supervisor

Internal (Operations Committee, Faculty, Administrative department heads): Student, Faculty, and Staff communication

External (Regents & Trustees, government officials or agencies, visitors, parents, other institutions, colleges, or companies, suppliers): Alumni, Parents, Visitors, Vendors, Regents, Trustees

Education:
Bachelor's Degree required

Experience:

• At least 6  years of experience in a relative/translatable field required

• Demonstrated project management experience, including project planning, scheduling, tracking, and budgeting.

Job Related Skills:

• Must have a high level of computer efficiency, specifically in Excel, Word, and Webpage content management systems, but the ability to adapt to other software used to perform duties in the job.

• Possess comprehensive knowledge of alumni, including giving, activity, and personal profile information, and protect confidential data in both written and oral form.

• Excellent communication skills, verbal and written, professionally representing the University.

• Manage multiple tasks in a fast-paced environment, prioritize work, and work independently as well as within a team.

• Strong attention to detail, with the ability to work under pressure and with frequent interruptions, meet tight deadlines, and set priorities.

• Deal with difficult situations and/or individuals while maintaining composure.

Confidential Information:

• Giving Histories 

• Social Security Numbers 

• Wealth Screening information

Working Environment:

General Office

Physical Requirements: 

• Must be able to stand for extended periods of time 

• Must be able to use hands for repetitive tasks, 

• Must be able to carry between 11-20 pounds (Light work), 

• Must be able to climb (many stairs, ladders), 

• Must be able to lift between 11-20 pounds (Light work)

Any additional requirements specific to this position:

Some evening and weekend work required for event coordination and execution.