Assistant Director, Classes & Reunions, Penn Alumni Relations

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Assistant Director, Classes & Reunions, Penn Alumni Relations

University Overview

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn's distinctive interdisciplinary approach to scholarship and learning. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America's Best Employers By State in 2021.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

COVID-19 vaccination is a requirement for all positions at the University of Pennsylvania. New hires are expected to be fully vaccinated before beginning work at the University. For more information about Penn's vaccine requirements and the use of Penn Open Pass, visit the Penn COVID-19 Response website for the latest information.

Posted Job Title
Assistant Director, Classes & Reunions, Penn Alumni Relations

Job Profile Title
Alumni Officer B

Job Description Summary
The Assistant Director works in the Office of Alumni Relations as an integral part of the Classes and Reunions Team. The team is comprised of a Director, an Associate Director, two Assistant Directors and a Coordinator. The Assistant Director is responsible for the initiation, planning and execution of programs, activities and communications designed to inform and engage undergraduate classes. The Classes and Reunions Team works with and is responsive to a diverse constituency of current Penn students and all undergraduate alumni.

Job Description

Areas of specialization and contribution:

Communications

The Assistant Director works in conjunction with the Alumni Relations Communications team to facilitate the writing, editing, proofreading, production and mailing of class communications (such as print and e-newsletters, notices, invitations, and other materials) and updates appropriate class web sites. Much of the work is often operating under tight deadlines.

The Assistant Director is expected to help classes with virtual platforms, draft correspondence, prepare remarks and briefing documents and create detailed timelines for events.

Programming:

The Classes & Reunions team works closely to conceive and implement events, activities and programs to sustain class identity and reinforce the concept of lifelong connection to Penn. Key occasions during which such activities occur on campus are:
  • Alumni Weekend
  • Homecoming Weekend - featuring Arts & Culture at Penn
  • Penn Reunion Volunteer Conference
  • Volunteer Events

These events may also take place off-campus or in connection with other Penn activities.

The Assistant Director serves as a staff liaison for outreach and programming for assigned classes. This position works with class officers, key volunteers and the campus community to plan reunions for assigned classes. Additionally, the Assistant Director creates continuity in-between reunion years to maintain connections within classes and with the University.

This position requires volunteer management skills. They are expected to maintain reunion budgets, work with class leaders to prepare all class communications, provide support for class meetings throughout the year and help create volunteer roles to build strong Class committees. Additional duties include preparing agendas and staffing meetings as required.

The Assistant Director will also assist the Director in supporting the Alumni Class Leadership Council (ACLC) and help facilitate the ACLC mission and goals. The ACLC Board works closely with Alumni Relations to provide classes with tools for class leadership and best practices to engage alumni and fellow classmates. They provide support to the ACLC regarding their key initiatives, which are Awards, Elections and supporting the Alumni Procession during Commencement. They will assist in planning the annual Penn Reunion Volunteer Conference (PRVC), the Class Presidents Event and the overall planning of Homecoming, Alumni Weekend and Volunteer events.

The Assistant Director will strive to create a diverse, representative and inclusive sense of belonging in all Penn Alumni classes and reunions programs and activities.

Collaborative Efforts

The Assistant Director works closely with their partners in The Penn Fund and Programs & Special Events on assigned class reunions and events.

They work closely with the Student Class Ambassadors/Student Reunion volunteers to coordinate reunion activities. They also work closely with Penn Traditions to conceive and implement events, activities and programs to acquaint students with Penn Alumni, and build and sustain class identity to reinforce the concept of lifelong connection to Penn through the Penn Traditions program.

Builds relationships with university departments to develop programming for Homecoming featuring Arts and Culture and Alumni Weekend.

They work closely with the coordinator assigned to Classes and Reunions on all team activities. They work with other teams in Penn Alumni Relations, as needed, on events and retreats to engage alumni volunteers who also identify with Penn by affinity or region.

In partnership with the Department of Programs and Special Events, they work with caterers, vendors and other service suppliers to plan and stage events and ensure all events are within budget.

The Assistant Director performs other duties as assigned by the Director.

Qualifications :

  • Bachelor's Degree; 1-3 years' of experience (Alumni Officer A job profile) 3-5 years' experience (Alumni Officer B job profile) or equivalent combination of education and experience.
  • 3-5 years' experience in alumni relations, public relations, marketing and/or similar volunteer driven activities preferred.
  • Experience in serving volunteer organizations preferred.
  • Must be detail oriented and able to balance multiple projects simultaneously.
  • Must be able to organize and motivate people.
  • Exceptional writing, administrative and interpersonal skills required.
  • Demonstrated public speaking experience.
  • Knowledge of Word, Excel, and electronic communications. Website and email design skills preferred.
  • Must be willing to work evenings and weekends and travel periodically.
  • Occasional lifting of 25 - 50 lbs.

**Please provide a resume and cover letter in order to be considered for this role. Please upload all documents in the "Resume/CV" section of the application prior to submitting.**

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Development and Alumni Relations

Pay Range
$50,684.00 - $77,716.00

Affirmative Action Statement
Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.

Special Requirements
Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

University Benefits
  • Health, Life, and Flexible Spending Accounts: Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family's health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.
  • Tuition: Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.
  • Retirement: Penn offers generous retirement plans to help you save for your future. Penn's Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.
  • Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family-whatever your personal needs may be.
  • Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you're newly hired, you won't have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.
  • Wellness and Work-life Resources: Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That's why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.
  • Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.
  • University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University's libraries and athletic facilities, or visit our arboretum and art galleries. There's always something going on at Penn, whether it's a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you're right in the middle of the excitement-and you and your family can enjoy many of these activities for free.
  • Discounts and Special Services: From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.
  • Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.
  • Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.
  • Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.



To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay

To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/Sweeten-Alumni-House/Assistant-Director--Classes---Reunions--Penn-Alumni-Relations_JR00043235-1

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