Assistant Director Penn Spectrum Programs

University of Pennsylvania

2d•$50,366 - $66,843•Onsite

About The Position

Reporting to the Director of Penn Spectrum Programs, this role involves performing duties that require considerable judgment and initiative to support alumni who identify with specific communities: Persons of African descent, Asian/Pacific Islander descent, Latinx/Hispanic descent, LGBTQIA+ self-identification, Native American descent, and Indigenous peoples, as well as Alumni Relations Shared Interest Groups. The Assistant Director is responsible for planning, designing, and implementing programs, events, and communications to engage these alumni populations, with a focus on leadership and shared interest groups. This includes identifying, recruiting, and providing staff service to alumni volunteers, and acting as an administrative liaison between alumni, various alumni associations (ALA, ANA, BAS, UPANN, PennGALA), and relevant campus departments. The role also supports other Alumni Relations programs like yPenn and Penn Traditions by identifying diverse alumni and students. The Assistant Director serves as the primary administrative liaison for assigned organizations and assists the team with other constituent groups, aligning with departmental objectives. Additionally, the role provides secondary support for Penn Spectrum Programs involving JBS, PLQ, and PennPAC.

Requirements

Bachelor of Science and 1 to 2 years of experience or equivalent combination of education and experience.
Exceptional writing, administrative, and interpersonal skills.
Familiarity with various social media platforms.
Demonstrated knowledge of Word, Excel, Outlook, and various software platforms.
Project management and supervision of teams for events and initiatives.
Knowledge of commonly utilized social platforms and willingness to learn new applications.
Must be detail-oriented and able to balance multiple projects simultaneously.
Must be able to organize and motivate people.
Must be willing to work evenings and weekends and travel periodically.
Must take initiative and use sound judgment in utilizing resources.

Nice To Haves

Three to five years’ experience preferred, in alumni relations, public relations, marketing and/or similar activities.
Desktop publishing experience or experience in publication design/lay-out.
Demonstrated public speaking experience helpful.
Knowledge of printing and graphics is helpful.
Thorough knowledge of the University and its resources is desirable.
Experience in serving volunteer organizations preferred.

Responsibilities

Plan and execute goals for designated alumni populations, including annual Penn Spectrum Programs budgeting and work plans.
Organize, motivate, train, and provide service to alumni and volunteers, particularly in designated populations.
Provide administrative service to assigned Penn Spectrum organizations.
Work closely with alumni officers and Penn Spectrum leaders to communicate University objectives and guidelines.
Assist Penn Spectrum in the design and implementation of self-generated and University-generated alumni and development programs and events.
Contact, recruit, and maintain a pipeline of volunteers from Penn Spectrum and targeted Leadership groups for general Alumni Relations and Penn volunteer leadership positions.
Work with the Director in the planning and execution of Penn Spectrum Weekend and other Penn Spectrum programming.
Compile, track, and analyze data relevant to measuring program effectiveness, particularly with respect to attracting diverse groups of alumni.
Recruit Penn faculty, officials, student leaders, and other University administrators to be involved with the design and execution of programs and events for Penn Spectrum.
Liaise with University personnel (development and alumni relations staff, Admissions office, Office of Student Affairs, University Life cultural resource center staff, faculty, administrators, student groups, students, and school/center personnel) whose work impacts the success of Penn Spectrum Programs and its constituent groups.
Utilize events, personal visits, and other networking tools to identify and recruit alumni volunteers, particularly in assigned alumni populations, for Alumni Relations programming and other University volunteer efforts.
Take an active role in communicating news and information to the diverse alumni body by managing Penn Spectrum social media and website content, and through newsletters, electronic communications, listservs, invitations, announcements, and other information sources.
Develop and implement communications vehicles for volunteers, keeping them apprised of University and campus decisions and events in conjunction with the Alumni Relations marketing department.
Solicit and report feedback to the University from individual alumni and Penn Spectrum Programs leadership concerning alumni relations matters.
Create detailed timelines and flow charts for programs and events, outlining deployment, deadlines, and revenue/expense budgets.
Project and manage the fiscal year budget as determined by the Director of Penn Spectrum Programs for Alumni Relations.
Work with colleagues and vendors (printers, travel agents, hotel personnel, caterers, and other service suppliers) to ensure the success of diverse alumni programs and events.
Host campus tours for University stakeholders by Alumni request.

Benefits

Excellent healthcare benefits for employees and their families
Tuition benefits for employees and their families
Generous retirement benefits
Wide variety of professional development opportunities
Supportive work and family benefits
Wealth of health and wellness programs and resources
Comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits
Flexible spending accounts for eligible health care and dependent care expenses
Tuition assistance for employees, spouses, and dependent children at Penn and potentially other institutions
Retirement plans (Basic, Matching, and Supplemental) with pre-tax or Roth options and investment choices through TIAA and Vanguard
Substantial time away from work (vacations, personal affairs, illness/injury recovery, family time)
Long-Term Care Insurance (optional, with potential underwriting requirements)
Wellness and Work-life Resources
Professional and Personal Development resources
Access to a wide range of University resources, cultural, and recreational activities (libraries, athletic facilities, arboretum, art galleries)
Discounts and Special Services (arts, entertainment, transportation, mortgages, new cars, cellular phone service, movie tickets, theme parks)
Flexible Work Hours options
Penn Home Ownership Services (forgivable loan for eligible employees)
Adoption Assistance (reimbursement for qualified expenses up to two adoptions)