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Job Description SummaryThe Volunteer Leadership Coordinator has responsibility for planning and executing the logistical elements of Board and Council meetings with direction from the Director, Volunteer Leadership Strategy and in partnership with Board/Council staff. Creates and maintains online volunteer resources for a variety of cohorts including reunions, boards/councils and Wake Communities leadership. Will also support the Reunion Team's development and engagement strategies.
Job Description
Essential Functions:
Collaborates with campus partners, including facilities, parking management, Aramark, Budd Group, etc. to create efficiencies in planning and executing meetings.
Plans and executes board/council meetings in partnership with board/council coordinators with a focus on event logistics - reserves spaces, selects menus, coordinates linens, florals, a/v, parking, etc.
Convenes planning and after-action meetings before and after each Board/Council meeting.
Serves as primary project manager for board/council meetings. Tracks and manages all projects in ClickUp or similar project management tool.
Creates meeting registrations in DAD to ensure data and attendance are accurately captured.
Works closely with board/council staff to update board websites with timely and accurate information.
Schedules and assists with execution of virtual board/council and reunion committee meetings.
Maintains timeline of volunteer outreach activities including onboarding new leadership and members annually and assisting with university messaging to volunteers when needed.
Tracks volunteer pipeline in partnership with Development Office. Creates reports or works with reporting team to provide reports as needed.
Manages the 50+ Reunion Class Facebook pages (includes monitoring requests to join, policing inappropriate posts, adding new content and images throughout the year, etc.). Also works with committee members to be social media ambassadors.
Works with the reunion team to develop innovative ways to reach alumni through the various social media platforms, incentives and mailers.
Works with reporting to keep reunion reports updated for next year's cohort of classes, coding reunion volunteers and end dating them, loading reunion classes into WakeNetwork and reunion gift acknowledgements that occur on a weekly basis.
Creates and sends emails in BBIS.
Creates and updates content on the Homecoming website for the reunion classes as well as on other pages as necessary.
Works with other Alumni Engagement Team members on the event planning process for Homecoming and Reunion Weekend.
Updates Homecoming tasks in ClickUp.
Maintains process documentation to ensure communications, meetings and experiences are consistent.
Ensures board/council rosters are updated regularly in DAD.
Maintains knowledge of institutional fundraising priorities.
Assists with other University Advancement events and staffing, when needed.
Contributes to a transparent and equitable organizational culture where ethical policies and practices are understood and lived out by all staff.
Have a passion for leadership, character, and workplace diversity, equity and inclusion.
Have high standards for your work and are proud to contribute to a mission-driven organization.
Get excited about the prospect of joining a team that is making a difference in people's lives every day.
Required Education, Knowledge, Skills, Abilities:
Bachelor's degree, with a minimum of three years related experience, or an equivalent combination of education and experience.
Ability to manage multiple projects concurrently; able to execute existing projects while managing and responding to urgent opportunities.
Nimble in the face of changing priorities and circumstances.
Entrepreneurial and creative in formulating and executing ideas.
Ability to be calm in stressful situations; imaginative and quick problem-solver.
Ability to learn and work inside project management systems.
Strong interpersonal and organizational skills.
Service-oriented; delights in providing remarkable, memorable customer service designed to strengthen relationships.
Ability to work collegially and collaboratively with colleagues and partners.
Experience in organizing, planning and executing experiences and events.
Ability to work independently and as part of a team.
Ability to work within a budget.
Must be able to meet the requirements of the University's automobile insurance policy.
The ability to work some evenings and weekends and to travel as necessary.
Ability to maintain confidentiality pertaining to information contained in donor records and system data.
Superior judgment, a strong work ethic, and keen attention to detail.
Proficiency in Microsoft and Google products, as well the ability to learn and use Advancement systems (DAD, Advisor, OnBase, etc.).
Commitment to the mission and values of University Advancement and a commitment to equity, particularly racial equity, with a willingness to proactively learn about it and integrate it into all aspects of the work.
Respect for the dignity and abilities of all people.
Accountabilities:
Responsible for own work.
Physical Requirements and Environmental Conditions:
Sedentary work primarily involving sitting/standing; communicating with others to exchange information; repeating motions that may include the wrists, hands, and/or fingers; and assessing the accuracy, neatness, and thoroughness of the work assigned. Moving about to accomplish tasks or moving from one worksite to another. Medium work that includes moving objects up to 50 pounds. No adverse environmental conditions expected.
Note: This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by the employee's supervisor.
To help provide a safe learning and living community, Wake Forest University conducts background investigations and drug screens for all final candidates being considered for employment.
Wake Forest seeks to recruit and retain a diverse workforce and encourages qualified candidates across all group demographics to apply.
Wake Forest University is committed to providing access and reasonable accommodation in employment for individuals with disabilities.
Additional Job Description
In University Advancement, we believe in equity, not just equality. We understand that in order to develop a fully engaged constituency; individuals must receive equitable treatment instead of equal treatment. Establishing equality means treating everyone the same. Equity necessitates transforming our community to meet the needs, interests and cultural norms of our University Advancement staff.
Authentic and transparent engagement and collaboration from all groups and individuals is at the foundation of University Advancement at Wake Forest University. We aspire to be an exemplar for belonging and inclusion where personal and team achievements are realized and celebrated. University Advancement approaches each moment with sincere gratitude, deep and abiding respect, unwavering optimism, profound humbleness, and an eye to learn something new. Our yesterday has shaped us, our today molds us, and together, our tomorrow at University Advancement and Wake Forest University creates an opportunity for aspirations and inspiration for all generations.
Don't meet every single requirement? Studies have shown that women and people of color are less likely to apply for jobs unless they meet all requirements listed in the job description. In University Advancement at Wake Forest University, we are dedicated to building a diverse, inclusive and authentic workplace. If this role appeals to you, but your past experience doesn't align perfectly with every qualification on the job description, we encourage you to apply. You may be just the right candidate for this or other roles.
Time Type RequirementFull timeNote to Applicant:This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.
In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment. Wa ke Forest seeks to recruit and retain a diverse workforce while promoting an inclusive work environment committed to excellence in the spirit of Pro Humanitate. In adherence with applicable laws and as provided by University policies, the University prohibits discrimination in its employment practices on the basis of race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and veteran status and encourages qualified candidates across all group demographics to apply.
