Overview
The division of University Advancement serves to energize and connect with private sector partners with the NIU community, harnessing crucial resources for our collective future. Our mission focuses on empowering these connections to drive NIU's growth and innovation. Our commitment includes amplifying our students' influence locally, nationally, and globally, fostering a world where their ideas and actions create lasting impact. |
Position Summary
This position is responsible, with oversight from the Senior Director of Alumni Engagement, for volunteer recognition and tracking efforts as well as the day-to-day operations of the volunteer engagement activities to which they are assigned.
Key responsibilities include positive engagement with alumni volunteers; managing the collection and submission of volunteer activities from within the department and across campus to the CRM; analyzing and presenting volunteer data for the department; identifying, vetting, training, recognizing, stewarding and retaining alumni volunteers; drafting and executing communications and marketing materials; creating and managing multiple volunteer registrations and training programs; a commitment to executing key department functions with an eye on financial sustainability; the handling of sensitive donor and constituent data; and consistently behave in a manner that meets the high standards of ethics of the institution. |
Essential Duties and Responsibilities
- Collaborate with campus partners to recruit, train, vet, place, evaluate, and steward volunteers for assigned programs such as those listed above.
- Support Senior Director of Alumni Engagement's collaboration with NIU Foundation communications team to appropriately and completely advertise volunteer activities by drafting content, scheduling communications and managing the creation of marketing collateral for various student recruitment and advocacy activities.
- Maintain engagement with both potential and engaged volunteers to maximize retention.
- Consistently and accurately collect, track, and submit data from all areas of management for analytical and archival purposes to maximize efficiency and efficacy.
- Work in conjunction with Assistant Director for Alumni Engagement to recruit alumni to volunteer efforts.
- Recruit, vet, train, place, evaluate, and steward the volunteer experience for activities that engage prospective students.
- Coordinate and oversee, in partnership with staff from NIU Enrollment Management, Marketing, and Communications, volunteer engagement in activities such as the annual alumni letter writing campaign, college recruitment fairs, NIU Admitted Student Days and Open Houses, regional receptions and sendoffs, panels, or lectures and any other opportunities to partner with entities that recruit students to NIU.
- Maintain and grow alumni engagement student recruitment activities as lead liaison to the University for alumni/admissions program collaborations, in which alumni are utilized to enhance NIU's enrollment.
- Coordinate with NIU Office of Admissions on regular communications with volunteers who support university student recruitment activities.
- Attend activities to support volunteers, campus partners, and to evaluate the volunteer experience.
- Support Senior Director of Alumni Engagement in staffing and engaging the NIU Alumni Association Board of Directors Volunteer Engagement Committee.
- Conduct outreach to university departments to collect and record information about volunteer activities at NIU.
- Review department data for accuracy and provide quarterly volunteer engagement reports for NIU Foundation staff.
- Support Senior Director of Alumni Engagement in creation of reports for NIU Alumni Association Board of Directors.
- Plan, execute, and enhance current volunteer recognition efforts to support volunteer retention.
- Act as manager and coordinate with other volunteer engagement colleagues to implement annual and one-time volunteer recognition activities that promote and celebrate examples of volunteer success via social media, print publications, events, and recognition activities.
- Actively retain volunteers by attending University and departmental events to network with attendees.
- Manage, advertise, and act as lead for the volunteer thank you gift program available to campus partners.
- Participate in committees created to support Division of University Advancement.
- Collaborate with student workers to complete department tasks.
- Collaborate with both Foundation and University staff and faculty to identify volunteer needs.
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Minimum Required Qualifications (Civil Service)
- Bachelor's degree.
- Combined total of one (1) year (12 months) of experience related to Volunteer Management, Event Planning, Conference Management, Public Relations, Communication, Marketing, Retail, Education Services, Stewardship, Recognition, Non Profit Management, Relationship Management or any other related field.
Note: A Master's degree in an area consistent with the duties of the position may be substituted for one (1) year of work experience.
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Knowledge, Skills, and Abilities (KSAs) (Civil Service)
Class Specific KSAs:
- Knowledge of principles and methods for curriculum and training design, teaching and instruction for individuals and groups, and the measurement of training effects
- Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources
- Skill in analyzing information and evaluating results to choose the best solution and solve problems.
- Skill in scheduling events, programs, and activities, as well as the work of others.
- Skill in oral and written communication
- Ability to adjust actions in relation to others' actions.
- Ability to listen to and understand information and ideas presented through spoken words and sentences
- Ability to apply general rules to specific problems to produce answers that make sense
- Ability to develop goals and plans to prioritize, organize, and accomplish work.
- Ability to work effectively with staff, the public, and outside constituency groups
- Ability to effectively plan, delegate, and supervise the work of others.
- Ability to utilize various computer software packages, such as Accounting Software, query, etc.
- Ability to work independently and exercise judgment in order to be able to analyze and investigate a variety of questions or problems
- Ability to analyze and develop guidelines, procedures and systems
Position Specific KSAs:
- Demonstrable commitment to the highest standard of ethical and professional conduct in accordance with the CASE Statement of Ethics, the Association of Fundraising Professionals Code of Ethical Principles and Standards, and The Donor Bill of Rights. (Membership not required.)
- Deep, personal commitment to diversity in all forms, the recognition of all individuals to mutual respect, and the acceptance of others without biases. Demonstrable commitment to leading by example, modeling diversity, equity and inclusion throughout the university.
- Demonstrated knowledge of data collection best practices.
- Knowledge of University/Foundation organizational structure, policies and procedures.
- Familiarity with digital communication and electronic registration tools.
- Ability to keep accurate records and complete timely reports.
- Ability to maintain confidentiality of sensitive information.
- Ability to work effectively with system administrators or programmers.
- Skill and ability in applying knowledge of computerized CRM and volunteer productivity and tracking systems, and excellent use of Microsoft Office suite.
- Ability to prioritize and handle multiple projects simultaneously.
- Ability to provide high quality services in a cost-effective manner and to recommend improved methods of performing the work.
- Demonstrated ability to collaborate with teams to develop, direct and coordinate multiple programs and activities, including promotion.
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Specialty Factors (Civil Service)
None |
Preferred Qualifications (Civil Service)
- One (1) year of experience in volunteer and/or program management.
- One (1) year of experience working within CRM to track and evaluate data.
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Minimum Required Qualifications (SPS)
N/A |
Additional Requirements (SPS)
N/A |
Preferred Qualifications (SPS)
N/A |
Physical demands/requirements
- Some travel is required for this position.
- Use of a personal vehicle is required.
- While performing the duties of this job, the employee is regularly required to talk and hear.
- The employee frequently is required to stand for long periods of time; walk; use fingers and hands to feel, grasp, operate or handle objects, tools, or controls; and reach with hands and arms.
- Must be able to lift and carry 20 lbs regularly.
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