The Department of Alumni Affairs and Special Events in the Office for Institutional Advancement at IC Catholic Prep (ICCP) invites applications for a full-time Director of Alumni Relations and Special Events.
Reporting to the President, the Director of Alumni Relations and Special Events (“Director”) is responsible for ICCP’s alumni engagement efforts designed to cultivate more targeted, meaningful, and impactful relationships. In addition, the Director oversees ICCP’s special events program including annual fundraisers, regional alumni and reunion/affinity programs, on campus events engagement events, and other initiatives that connect alumni, donors and friends to ICCP. The Director coordinates all aspects of the events from conceptual preplanning through post-event follow up and evaluation.
The Director is a member of the Office for Institutional Advancement (“Advancement”), reporting to and receiving administrative direction from the President and working closely with other members of the Advancement team. In addition to the direct reporting line, the Director also coordinates with the President and other members of the Business Office (i.e., Marketing & Communications, Finance), as well as other school groups (i.e., Admissions, Academics, Athletics). The Director will have a strong commitment to supporting the Mission, Vision, and Core Values of ICCP, and will actively participate in school sponsored activities and programs.
Essential Duties & Responsibilities:
Alumni Relations (50%)
Devise a comprehensive alumni relations program to draw alumni closer to and build affinity with ICCP. Engage alumni for volunteer and networking opportunities, to gain feedback on ICCP strategic direction and to benefit from longer-term financial support.
Serve as a staff liaison to the Alumni Association, providing vision and guidance in its oversight of reunions and regional receptions.
Build positive and productive relationships with ICCP alumni through a strategic and coordinated series of engagement opportunities. Create a comprehensive special events plan and calendar. Work with the Alumni Association to assume ownership of various alumni events over time (i.e., homecoming, alumni awards, and student engagement).
Maintain regular print and electronic communication with alumni to provide updates on other alumni, as well as overall ICCP initiatives.
Engage in direct contact and solicitation of select alumni via face-to-face, phone, email and social media. Conduct at least 8-10 personal cultivation and solicitation visits a year to advance alumni giving.
Coordinate with various faculty and staff (i.e., Admissions, Academics, Athletics, IT) to host events on campus that support alumni relations.
Support activities and develop a culture within the present student body which prepares individuals to be active and engaged alumni upon completion of their time as ICCP students.
Support the President and Advancement Team regarding targeted steward programs, from concept to implementation, as well as other Advancement initiatives.
Special Events (50%)
The Director is responsible for planning and implementing the annual fundraising events for ICCP. The viability and usefulness of each event should be assessed to determine if any should be eliminated or if new ones should be launched. Currently, fundraising events include Knight of Jewels Gala (KOJ), Fall Fest/Casino Night, and Scholarship Golf Outing. In addition, there are other engagement events such as Career Day, Homecoming Tent, Distinguished Alumni/Wall of Honor and Athletic Hall of Fame. For each event, the Director will oversee all aspects, executing the required activities and managing volunteers to do so. The level of involvement will be based upon the number and engagement of volunteers.
Work with the Advancement Team and the Director of Marketing & Communications to establish an annual calendar of events. Coordinate throughout the year to make adjustments as necessary.
Coordinate with the President and the event Co-Chairs, if applicable, to set the theme, strategy, and financial goals for each event.
Create, coordinate and monitor the event timeline to ensure deadlines are met. Track and monitor against the overall plan. Hold all involved accountable for the goals.
Oversee the budget for each event, including all revenue and expense expectations related to the event.
Work with the Director of Marketing & Communications to create a marketing plan to appropriately promote and advertise the event. Determine use of save-the-date cards, invitations, and all other marketing and advertising pre-event. Provide expectations for all post-event communications.
Manage all communications with external providers, performers, and artists, including the execution of contracts. Obtain biographies & program content, tech rider, promotional materials, etc.
Provide event updates, as requested by the President or the Board, detailing expectations on attendance, sponsorships, marketing campaigns, etc.
Coordinate with the President and the Co-Chairs, if applicable, to secure sponsorships, underwriters, auction items, entertainment, advertisers or any other donations to support the event. Oversee the capture of the funds and donor information for recognition purposes.
Create and execute an attendee development plan for the event, utilizing support from the Manager of Advancement Services for past event information, mailing lists, etc.
Engage faculty, staff, and other volunteers to assist with the execution of the event. Designate roles and responsibilities as appropriate.
Provide pre-event oversight of security, entertainment, facilities, housekeeping, and catering.
Prepare a recap report (i.e., attendees, sponsorships, gifts-in-kind, general feedback) utilizing input from the event team, with an eye toward potential improvements for future events. Ensure all attendee, donors and participant information is properly tracked in the stakeholder database, and all correspondences (i.e., acknowledgements, tax statements) are sent.
Required Education & Experience:
A bachelor’s degree in a relevant field and five plus years of experience in alumni engagement, advancement, or related experience in marketing, sales or public relations, as well as experience in event planning or event management.
Experience in recruiting, training, and effectively directing parents, staff, students and other volunteers to ensure they understand and align to event goals.
Required Knowledge, Skills and Abilities:
Represents ICCP in a positive manner internally and to the broader community. Able to formulate and articulate a clear vision and direction. Passionate about their work and driven for success.
Exceptional listener, with strong written and verbal communication skills. Experience with mass dissemination of information in both print and electronic forms, as well as social media strategies.
Strong computer skills and knowledge of database research and maintenance.
Ability to work well individually or as part of larger team. Collaborative, inclusive, and transparent, while fostering positive working relationships.
Operates with honesty and integrity and treats others with respect. Operates in a confidential and professional manner, especially as it relates to high-level donors.
Excellent organizational skills, with a strong attention to detail. Ability to manage multiple projects simultaneously.
Skilled in negotiation and conflict resolution with the ability to handle difficult situations with tact.
Ability to make sound decisions and/or recommendations within and outside the department.
A background in alumni relations, event planning, communications or public relations. Direct experience working in an academic setting on a University campus or within an educational organization or cause. ICCP alumnus preferred. Experience using Blackbaud eTapestry or other donor database management systems and web-based applications.
Conditions of Employment
Completion of Protecting God’s Children training
Criminal background check and fingerprinting
Flexible hours required
Inquiries and Correspondence:
Closing Date: Open until filled. Interested and qualified candidates should electronically submit a resume, along with a letter of introduction and five professional references (name, address, telephone number, and email address). No phone calls please. The application can be submitted electronically to President Tom Schergen at email@example.com, Subject: ICCP Search – Director of Alumni Relations and Special Events.
IC Catholic Prep is an equal employment opportunity employer.
About IC Catholic Prep
IC Catholic Prep (“ICCP”) is a private, Roman Catholic high school in Elmhurst, IL, which has been transforming the lives of young men and women and their communities since 1936. Situated in the Diocese of Joliet, ICCP is the oldest Catholic, coeducational high school in DuPage County, Illinois and the only high school in DuPage that is part of a parish community, Immaculate Conception Parish. In January 2013, the name of the school was changed from Immaculate Conception High School to reflect the school's pursuit and teaching of Catholic values.
The School has a diverse student population, with current enrollment of 321 young men and women who reside in more than 35 surrounding communities. Given its 82-year history, ICCP has nearly 8,000 alumni. More than 80% of the student body is Catholic, with other families recognizing the benefit of a religious based educational program.
As its mission, IC Catholic Prep is a dynamic college preparatory learning community that develops the whole person – Spirit, Mind & Body, inspires critical thinking and independent thought, celebrates a culture of community and faith-based service on behalf of others, and prepares young women and men to lead confidently and selflessly in college and in life.