Assistant Director Penn Spectrum Programs

University of Pennsylvania; Philadelphia (Philadelphia County); On-site; USD 50,366 - 66,842; Full time

Benefits offered by this job

Health insurance

Tuition assistance

Retirement plans

Flexible work hours

Professional development resources

Job summary

The University of Pennsylvania is seeking an Assistant Director for Penn Spectrum Programs. This role involves planning and executing initiatives that engage diverse alumni communities, fostering leadership, and overseeing volunteer activities. The ideal candidate should possess strong interpersonal and organizational skills, alongside a Bachelor’s degree and relevant experience. With a focus on inclusive programs, this position offers a dynamic opportunity to make a significant impact.

Applicants will need to demonstrate experience in project management and strong communication abilities, with familiarity in social media and software platforms. A commitment to diversity and engagement in higher education alumni relations is essential.

Qualifications

• Bachelor of Science and 1-2 years experience or equivalent combination required.
• 3-5 years preferred in alumni relations or similar fields.
• Exceptional writing and interpersonal skills are necessary.

Responsibilities

• Plan and execute goals for alumni populations.
• Organize and motivate volunteers.
• Provide administrative service to assigned organizations.

Skills

Writing skills

Interpersonal skills

Project management

Social media familiarity

Education

Bachelor of Science

Tools

MS Word

MS Excel

Outlook

Desktop publishing software

Job description

Job Title

Assistant Director Penn Spectrum Programs

Job Profile Title

Alumni Officer A

Job Description Summary

Reporting to the Director of Penn Spectrum Programs. Working independently, perform duties requiring considerable judgment and initiative related to the support of alumni who identify as members of any of the following communities: Persons of African descent, Asian/Pacific Islander descent, Latinx/Hispanic descent, LGBTQIA+ self‑identification, Native American descent, and Indigenous peoples; and Alumni Relations Shared Interest Groups.

The Assistant Director of Alumni Relations for Penn Spectrum Programs plans, designs, and implements a series of programs, events and communications which involve and engage the aforementioned alumni populations with special emphasis on leadership groups and shared interest groups.

The Assistant Director identifies, recruits, and provides staff service to alumni volunteers and serves as the administrative liaison between alumni, Association of Latino Alumni (ALA), Association of Native Alumni (ANA), The Black Alumni Society (BAS), University of Pennsylvania’s Asian Alumni Network (UPANN), and The Penn Lesbian Gay Bisexual Transgender Alumni Association (PennGALA), and various campus departments and offices related to serving the constituency populations of the Penn Spectrum Programs team. The Assistant Director also assists other Alumni Relations programs, including but not limited to yPenn and Penn Traditions, with identifying alumni and students from diverse backgrounds whose involvement would benefit those programs.

The Assistant Director serves as primary administrative liaison for assigned organizations, as well as assists the team with providing staff service to other constituent groups in conjunction with departmental objectives and priorities.

The Assistant Director serves as secondary support for Penn Spectrum Programs involving the JBS, PLQ, and PennPAC.

Responsibilities

• Plan and execute goals for designated alumni populations, including annual Penn Spectrum Programs budgeting and work plans, for both internal and external use.
• 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 alumni group 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 pipeline of volunteers from Penn Spectrum and targeted Leadership groups to cultivate 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 effectiveness of programs 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, the Admissions office, Office of Student Affairs, University Life cultural resource center staff, individual faculty members, administrators, student groups, students, and school and center personnel—whose work impacts upon the success of Penn Spectrum Programs, the Penn Spectrum groups, and their programs.
• Utilize events, personal visits and other networking tools to identify and recruit alumni volunteers, particularly in the assigned alumni populations, for Alumni Relations programming and other University volunteer efforts as appropriate.
• Take an active role in the communication of news and information to the diverse alumni body by managing Penn Spectrum social media and website content, and through newsletters, electronic communications and listservs, invitations, announcements, and all other information sources by and for alumni.
• Develop and implement communications vehicles for volunteers, keeping them apprised of University and campus decisions and events (social media and communications) in conjunction with Alumni Relations marketing department.
• Solicit and report feedback to the University from individual alumni and Penn Spectrum Programs leadership in matters concerning alumni relations.
• Create detailed timelines and flow charts for the various 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 undertaken by the University on behalf of Penn Alumni Penn Spectrum.
• Host campus tours for University stakeholders by Alumni request.

Qualifications

• Bachelor of Science and 1 to 2 years of experience or equivalent combination of education and experience is required.
• Three to five years’ experience preferred, in alumni relations, public relations, marketing and/or similar activities.
• Exceptional writing, administrative, and interpersonal skills required. Familiarity with various social media platforms is required.
• Demonstrated knowledge of Word, Excel, Outlook, and various software platforms.
• Desktop publishing experience or experience in publication design/lay‑out.
• Project management and supervision of teams for events and initiatives required.
• Knowledge of commonly utilized social platforms and willingness to learn new applications required.
• Must be detail oriented and able to balance multiple projects simultaneously.
• Must be able to organize and motivate people.
• Demonstrated public speaking experience helpful.
• Knowledge of printing and graphics is helpful.
• Must be willing to work evenings and weekends and travel periodically.
• Thorough knowledge of the University and its resources is desirable. Must take initiative and use sound judgment in utilizing resources.
• Experience in serving volunteer organizations preferred.

Pay Range

$50,366.00 – $66,842.50 per year

Job Location

Philadelphia, Pennsylvania

Department / School

Development and Alumni Relations

Benefits

• Health, life, and flexible spending accounts: comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits, plus flexible spending accounts.
• Tuition: tuition assistance for you, your spouse, and your dependent children at Penn; dependent children also eligible for tuition assistance at other institutions.
• Retirement: generous retirement plans—including Basic, Matching, and Supplemental options—on a pre‑tax or Roth basis with investment options through TIAA and Vanguard.
• Time away from work: substantial vacation, personal leave, and other time‑off policies.
• Long‑term care insurance: offered in partnership with Genworth Financial to faculty, staff, and eligible family members.
• Wellness and work‑life resources: programs and resources to support health, family, and work‑life balance.
• Professional and personal development: resources to advance yourself personally and professionally.
• University resources: access to libraries, athletic facilities, museums, cultural centers, and recreational activities.
• Discounts and special services: discounted admission to arts, entertainment, and other services for faculty and staff.
• Flexible work hours: options for non‑traditional work hours, locations, or job structures.
• Penn home ownership services: forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia.
• Adoption assistance: reimbursement for qualified adoption expenses for up to two adoptions in a household.

Equal Opportunity Statement

The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics), citizenship status, age, disability, veteran status or any class protected under applicable federal, state or local law.

Special Requirements

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