Alumni Relations Officer jobs in Washington

UW Medicine Advancement has an excellent opportunity for an Associate Director For Alumni Affairsto join their team.

POSITION PURPOSE

At UW Medicine, we work to improve health for all people through excellence in clinical, research, and education and training programs. As the only comprehensive clinical, research and learning health system in the five-state WWAMI (Washington, Wyoming, Alaska, Montana, Idaho) region, UW Medicine provides the most up-to-date care for each individual patient, leads one of the world’s largest and most comprehensive medical research programs, and provides innovative learning programs for students, trainees, and practitioners in the health professions.

The passionate, 77-person team at UW Medicine Advancement works collaboratively to connect donors with meaningful opportunities to enhance patient care, expand educational opportunities and advance research at UW Medicine. This inspiring, challenging and rewarding work provides team members an opportunity to grow their careers, while making a difference in people’s lives, in our community and around the world. In the 2023 fiscal year, UW Medicine Advancement raised $268 million in gifts and private grants (43 percent of the University of Washington’s total) from over 16,000 donors to support the mission of UW Medicine. You can find out more about UW Medicine Advancement’s priorities and office culture on our career website: Click Here

The Associate Director for Alumni Affairs (Associate Director) manages UW Medicine alumni relations’ signature student and alumni programs, including Student-Alumni Information Discussions (SAID) and Distinguished Alumni Awards, and will develop stewardship opportunities to thank volunteers appropriately. They will collaborate with the director for alumni affairs and the special events team on planning and executing the annual School of Medicine Reunion Weekend and other special events throughout the year.

The Associate Director establishes and maintains strong working relationships with colleagues throughout UW Medicine Advancement, the School of Medicine and central UW Alumni Association, works independently and exercises good judgment to ensure successful Alumni Relations program, and serves as an informed resource for staff, faculty, donors, volunteers, and alumni. The Associate Director serves as the designated Constituent Relations Officer for UW Medicine/the School of Medicine on university-wide alumni working groups. The Associate Director reports to the Director for Alumni Affairs (Director).

DUTIES AND RESPONSIBILITIES

Program Management (55%)

• Manage all aspects of signature Alumni Relations programs: Student-Alumni Information Discussions (SAID) and Help Our Students Travel (HOST), including marketing/recruitment, communications, online registration platforms, student-alumni matching process, and follow-up, including surveying of participants.
• Serve as primary point of contact between Student Affairs and Alumni Relations to coordinate alumni participation in student milestone programs. Strategize about how to ensure the Alumni Association has a visible presence at these events and how to build awareness among students.
• Manage the Alumni Awards program from start to finish, including overseeing outreach and promotional efforts to solicit nominations and coordinating the annual meeting of the Awards Selection Committee and the nomination materials required for candidate review. Manage production of recognition efforts for awardees including award announcements, videos, plaques, etc., Work with alumni volunteers to build attendance for and interest in the annual School of Medicine Reunion Weekend. Promote and encourage Reunion Weekend participation through contact with alumni by phone, email and in-person meetings.
• Manage various Alumni Leadership Council subcommittee meetings in conjunction with Director for Alumni Affairs. Assist with setting the agenda, participate in all meetings, take and distribute meeting minutes, and complete all necessary follow-up.
• Continually evaluate programs, identify opportunities for program improvements, and make recommendations about how to implement changes and how to run programs most efficiently. Provide opportunities for feedback and responses from all stakeholders involved in the program, including volunteers, participants, and staff.
• Prepare annual reports about each program, summarizing goals, outcomes and impact.
• Work with the director, the events team, and others to create meaningful events and programs that connect alumni from all degree programs with the School of Medicine.

Communications (25%)

• Contribute strategically to alumni communications and assist in developing content that provides important and relevant information to alumni constituents and promotes programs, events and volunteer opportunities.
• Suggest and assist in preparation of alumni contributions to the monthly e-newsletter,, including brainstorming content ideas, writing short articles and collecting and editing ClassNotes (and maintaining online ClassNotes presence).
• With the Director, manage the Alumni Association’s social media presence, including serving as an administrator to class Facebook groups, the UW Medicine Alumni Facebook page and other social media sites. Post interesting stories, share news of alumni accomplishments, promote alumni association events, and respond to comments.
• Research local and national newspapers and social media sites for news related to alumni. Identify stories that should be publicized through social media channels, the e-newsletter or other publications. Send notes of congratulations when appropriate.
• Draft copy for event invitations, promotional materials and other alumni correspondence.
• Proofread all outgoing invitations, correspondence, and marketing materials to ensure they are flawless.
• Partner with the Marketing & Communications team to maintain the Alumni Association website, making updates and improvements when needed.

Volunteer Management & Stewardship (10%)

• Maintain regular contact with volunteers, ensuring they are fully informed about the programs they are participating in and that they feel valued and appreciated.
• Manage and expand stewardship program to thank volunteers and recognize alumni for professional achievements; celebrate life events, such as new babies; and send sympathy notes to families of deceased alumni.

Data Management & Other (10%)

• Systematically collect and update alumni data, including: biographic, education, career, family, and other key information; develop systems for capturing such information from events, mailings, surveys, etc.
• Partner closely with Advancement Services on development and maintenance of custom alumni databases. Serve as primary point of contact for all inquiries to the alumni office. Track alumni and volunteer interactions, including by writing contact reports in the Tandem database.
• Set and manage program budgets.
• Keep records related to alumni program, such as maintaining profiles of each alumni program that include details about the goals of each program, timelines, communication plans, opportunities for improvement, etc.
• Other duties as assigned.

MINIMUM REQUIREMENTS

• Bachelor’s degree and a minimum of four years of professional experience in an office setting, preferably in communications/engagement, fundraising or project management.

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

ADDITIONAL REQUIREMENTS

• Values the UW’s commitment to inclusiveness and UW Medicine’s commitment to becoming an anti-racist organization. Demonstrates respect for diversity, equity, and inclusion.
• Experience working with a variety of stakeholders including alumni, faculty, donors, senior leadership, and other colleagues.
• Demonstrated project management ability, efficiency, and strong attention to detail.
• Demonstrated ability to work on a team: mindfulness of deadlines, respect for varying skillsets, ability to juggle priorities, and willingness to do a variety of tasks, including administrative ones.
• Strong interpersonal skills, including the ability to communicate clearly and professionally; proven writing skills: excellence, clarity, persuasiveness and creativity.
• Proficiency with personal computing environment, Microsoft Office suite, Adobe suite, Wordpress, and the internet.
• Demonstrated ability to use discretion and protect confidential information; acts in a selfless manner and models the ethical values of the UW.
• An equivalent combination of education and experience may substitute for stated requirements.

DESIRED QUALIFICATIONS

• Five or more years of professional experience in an office setting, preferably in communications/engagement, fundraising or project management.
• Experience in fundraising and philanthropy.
• Experience in working with colleagues across complex and large organizations.
• Experience in higher education.

Job Type: Full-time

Pay: $82,000.00 - $92,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Work Location: Hybrid remote in Seattle, WA 98109