Assistant Director of Alumni and Parent Engagement
Dr. Robert K. Jabs School of Business, Riverside, California, United States, 92504
Summary
Under the direction of the Senior Director of Alumni, Parent, and Donor Engagement, the Assistant Director of Alumni and Parent Engagement is responsible for coordinating the logistics, planning, and execution of all California Baptist University (CBU) alumni, parent, and affinity group events. These events include alumni and affinity group gatherings, parent engagement events, public relations functions, and other university events as approved by the Vice President for University Advancement. This position plays a key role in supporting the annual engagement efforts for CBU’s growing community of alumni and families.
Essential Duties and Responsibilities
Collaborate with University staff to achieve event-specific goals and ensure all events present the University in the best possible light. Events may include, but are not limited to, Parent and Family Weekend, Homecoming, Grandparents Day, parent and family programs, and all alumni affinity group events.
Plan, develop, and implement a comprehensive alumni affinity program, including but not limited to Schools/Colleges, regional groups, university groups, programs, and Athletic Sports teams.
Assist the Senior Director of Alumni, Parent, and Donor Engagement in managing all alumni affinity groups, parent groups, councils, and volunteer roles.
Promote campus activities to alumni and current students by collaborating with Marketing and Communication, Student Services, and Print & Copy to develop materials for special events.
Create and oversee relevant alumni and parent programs that offer meaningful benefits and encourage constituent engagement with the University.
Conceptualize, organize, and execute a variety of events in a timely manner, including those involving University leadership, external VIPs, donors, faculty, staff, parents, families, and alumni, ensuring alignment with University goals and objectives.
Consult with academic departments requesting alumni or parent event assistance, subject to approval from the Vice President for University Advancement.
Attend special events to facilitate onsite coordination, ensure event quality, and address day‑of needs or unexpected issues.
Supervise event staff during alumni and parent events, including University personnel and student workers.
Plan and manage all event logistics—or oversee assigned team members—including event layout and décor, exhibits, guest accommodations, tours, dinners, receptions, and other activities, in coordination with appropriate campus offices.
Contract and manage outside vendors and secure entertainment as needed.
Monitor event budgets and advise University Advancement staff on options or decisions that may affect event costs for University Advancement and Alumni events.
Process invoices and reimbursements promptly, ensuring timely vendor payment. Collaborate with departments and staff to meet deadlines and remain within budget.
Develop and maintain a volunteer staffing structure that supports event goals and operational needs.
Conduct market research and identify current trends in university events to evaluate and enhance CBU event offerings.
Supervisory Responsibilities Directly supervises the Coordinator of Alumni Events and Affinity Groups. Performs all supervisory functions in accordance with University policies and applicable laws. Responsibilities include interviewing and training employees; planning, assigning, and directing work; evaluating performance; administering discipline; and addressing complaints and resolving issues.
Other Knowledge Skills and Abilities
Demonstrated ability and willingness to live out and uphold the University’s Christ‑centered mission and values.
Proficiency with personal computers and related software applications.
Ability to coordinate and organize meetings and special events.
Ability to travel and to work evenings and weekends as needed.
Ability to exercise administrative and procedural judgment, particularly on sensitive and confidential matters.
Thorough knowledge of business English, arithmetic, and general office methods, procedures, and practices.
Ability to plan, develop, and coordinate multiple projects simultaneously.
Ability to read, write, and communicate at a level appropriate for the responsibilities of the position.
Ability to apply independent judgment and manage confidential information with discretion.Strong interpersonal and communication skills, with the ability to work effectively with a diverse faculty, staff, and student population.
Ability to supervise and train staff, including organizing, prioritizing, and scheduling work assignments.
Knowledge of standard budgeting, expenditure control procedures, and appropriate documentation.
Ability to make sound administrative and procedural decisions.
Skill in evaluating and improving operational procedures, formulating policy, and developing and implementing new strategies and processes.
Ability to develop and maintain effective recordkeeping systems and procedures.
Ability to resolve customer complaints and concerns with professionalism and tact.
PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. While performing these duties, the employee is regularly required to stand, walk, and sit, and must possess sufficient hand, arm, and finger dexterity to operate a computer keyboard and other office equipment. The position requires visual acuity to read words and numbers, as well as speaking and hearing abilities necessary to communicate in person and over the phone. The employee must occasionally lift and/or move up to 30 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level is typically moderate. Work is generally performed in a standard interior office setting with minimal exposure to health or safety hazards.
Education and/or Experience Bachelor’s degree from a four‑year college or university, and one to two years of related experience and/or training; or an equivalent combination of education and experience.
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Essential Duties and Responsibilities
Collaborate with University staff to achieve event-specific goals and ensure all events present the University in the best possible light. Events may include, but are not limited to, Parent and Family Weekend, Homecoming, Grandparents Day, parent and family programs, and all alumni affinity group events.
Plan, develop, and implement a comprehensive alumni affinity program, including but not limited to Schools/Colleges, regional groups, university groups, programs, and Athletic Sports teams.
Assist the Senior Director of Alumni, Parent, and Donor Engagement in managing all alumni affinity groups, parent groups, councils, and volunteer roles.
Promote campus activities to alumni and current students by collaborating with Marketing and Communication, Student Services, and Print & Copy to develop materials for special events.
Create and oversee relevant alumni and parent programs that offer meaningful benefits and encourage constituent engagement with the University.
Conceptualize, organize, and execute a variety of events in a timely manner, including those involving University leadership, external VIPs, donors, faculty, staff, parents, families, and alumni, ensuring alignment with University goals and objectives.
Consult with academic departments requesting alumni or parent event assistance, subject to approval from the Vice President for University Advancement.
Attend special events to facilitate onsite coordination, ensure event quality, and address day‑of needs or unexpected issues.
Supervise event staff during alumni and parent events, including University personnel and student workers.
Plan and manage all event logistics—or oversee assigned team members—including event layout and décor, exhibits, guest accommodations, tours, dinners, receptions, and other activities, in coordination with appropriate campus offices.
Contract and manage outside vendors and secure entertainment as needed.
Monitor event budgets and advise University Advancement staff on options or decisions that may affect event costs for University Advancement and Alumni events.
Process invoices and reimbursements promptly, ensuring timely vendor payment. Collaborate with departments and staff to meet deadlines and remain within budget.
Develop and maintain a volunteer staffing structure that supports event goals and operational needs.
Conduct market research and identify current trends in university events to evaluate and enhance CBU event offerings.
Supervisory Responsibilities Directly supervises the Coordinator of Alumni Events and Affinity Groups. Performs all supervisory functions in accordance with University policies and applicable laws. Responsibilities include interviewing and training employees; planning, assigning, and directing work; evaluating performance; administering discipline; and addressing complaints and resolving issues.
Other Knowledge Skills and Abilities
Demonstrated ability and willingness to live out and uphold the University’s Christ‑centered mission and values.
Proficiency with personal computers and related software applications.
Ability to coordinate and organize meetings and special events.
Ability to travel and to work evenings and weekends as needed.
Ability to exercise administrative and procedural judgment, particularly on sensitive and confidential matters.
Thorough knowledge of business English, arithmetic, and general office methods, procedures, and practices.
Ability to plan, develop, and coordinate multiple projects simultaneously.
Ability to read, write, and communicate at a level appropriate for the responsibilities of the position.
Ability to apply independent judgment and manage confidential information with discretion.Strong interpersonal and communication skills, with the ability to work effectively with a diverse faculty, staff, and student population.
Ability to supervise and train staff, including organizing, prioritizing, and scheduling work assignments.
Knowledge of standard budgeting, expenditure control procedures, and appropriate documentation.
Ability to make sound administrative and procedural decisions.
Skill in evaluating and improving operational procedures, formulating policy, and developing and implementing new strategies and processes.
Ability to develop and maintain effective recordkeeping systems and procedures.
Ability to resolve customer complaints and concerns with professionalism and tact.
PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. While performing these duties, the employee is regularly required to stand, walk, and sit, and must possess sufficient hand, arm, and finger dexterity to operate a computer keyboard and other office equipment. The position requires visual acuity to read words and numbers, as well as speaking and hearing abilities necessary to communicate in person and over the phone. The employee must occasionally lift and/or move up to 30 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level is typically moderate. Work is generally performed in a standard interior office setting with minimal exposure to health or safety hazards.
Education and/or Experience Bachelor’s degree from a four‑year college or university, and one to two years of related experience and/or training; or an equivalent combination of education and experience.
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