Working Position Title Assistant Director for Volunteer Engagement (4613)
Classification Program Coordinator - Custom Classification
Position Number 00004613
Open Date 05/02/2024
Close Date 06/01/2024
Priority Review Date
Employee Class Staff
Full-Time/Part Time Full-Time
FTE 1.00
Position Status Regular
FLSA Exempt
Job code 5002
Union Representation Union
Union Code AFC - AFSCME C, Local #1890
Unit/Department Alumni Services
College/Unit Alumni Services
Division University Advancement
Location BARSM ALUM
Link to Department Website or Custom Search Page https://foundation.myniu.com/

Overview
Position Summary
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.

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.

Knowledge, Skills, and Abilities (KSAs) (Civil Service)

1. Knowledge of principles and methods for curriculum and training design, teaching and instruction for individuals and groups, and the measurement of training effects
2. 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
3. Skill in analyzing information and evaluating results to choose the best solution and solve problems.
4. Skill in scheduling events, programs, and activities, as well as the work of others.
5. Skill in oral and written communication
6. Ability to adjust actions in relation to others' actions.
7. Ability to listen to and understand information and ideas presented through spoken words and sentences
8. Ability to apply general rules to specific problems to produce answers that make sense
9. Ability to develop goals and plans to prioritize, organize, and accomplish work.
10. Ability to work effectively with staff, the public, and outside constituency groups
11. Ability to effectively plan, delegate, and supervise the work of others.
12. Ability to utilize various computer software packages, such as Accounting Software, query, etc.
13. Ability to work independently and exercise judgment in order to be able to analyze and investigate a variety of questions or problems
14. Ability to analyze and develop guidelines, procedures and systems

1. 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.)
2. 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.
3. Demonstrated knowledge of data collection best practices.
4. Knowledge of University/Foundation organizational structure, policies and procedures.
5. Familiarity with digital communication and electronic registration tools.
6. Ability to keep accurate records and complete timely reports.
7. Ability to maintain confidentiality of sensitive information.
8. Ability to work effectively with system administrators or programmers.
9. Skill and ability in applying knowledge of computerized CRM and volunteer productivity and tracking systems, and excellent use of Microsoft Office suite.
10. Ability to prioritize and handle multiple projects simultaneously.
11. Ability to provide high quality services in a cost-effective manner and to recommend improved methods of performing the work.
12. Demonstrated ability to collaborate with teams to develop, direct and coordinate multiple programs and activities, including promotion.

Specialty Factors (Civil Service)
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.

Minimum Required Qualifications (SPS)
Additional Requirements (SPS)
Preferred Qualifications (SPS)
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.

Anticipated Appointment Start Date TBD
Anticipated Appointment End Date 06/30/2024
Percent of Staff Year 1.00
Standard Hours Per Week 37.50
Working Hours Office hours 8:00am - 4:30pm, alumni and volunteer work times based on availability. Occasional nights and weekends as needed, including trips outside of the University's primary locations, predominantly within Chicagoland are or Springfield, IL.
Salary $52,000.08 - $54,000.00/annually Commensurate with experience. NIU offers a robust Benefits Package.
Hourly or Semi-monthly Pay Rate/Range $2,166.67 - $2250.00/semi-monthly
Earn Type Salary

Application Procedure

1. Fully complete the Education and Work History sections of the application. Be specific on your entire work history, including employment dates and duties for all positions held. Applicable part-time work experience will be considered toward qualifying for this position; however, it will be converted to a full-time equivalency to determine combined length of experience. Important: Please upload any unofficial transcript(s) and/or documentation that verifies any education, experience, and/or training you have received.
   • If eligible for Veteran's Preference Points, DD214/DD215/NGB22/DD256 paperwork reflecting an Honorable Discharge MUST be uploaded to this application to receive the maximum eligible points on the Civil Service examination.

2. After the posting has closed, your submission will be reviewed to determine if you meet the minimum qualifications for the classification, including any specialty factors associated with this position. If you meet the minimum required qualifications for this position, you will receive a score based on your education and experience, and your name will be placed on the active employment register.
3. Please monitor your e-mail for further information regarding your application. Emails will be generated from jobs@niu.edu and CivilServiceTesting@niu.edu. Please add these emails to your address book to ensure timely delivery of any future communication.
4. Illinois residency required within 180 days of the hire date.

• The examination for this position is a Credentials Assessment and is based on your application materials as submitted for this posting. A Credential Assessment is a rating by the Human Resources Office of an applicant's/employee's education, experience, and special credentials/qualifications (licenses, etc.). Applicants are required to upload documentation to verify the minimum qualifications for this position has been met.
• Required documentation noted in the posting, such as a driver's license, licensures, or certifications MUST be uploaded with your application materials.
• After assessment of all qualified applicants has been completed for this position, the names with the top three (3) scores will be referred to the hiring department for interview.

• Click on Program Coordinator for more information including salary ranges, typical duties, minimum acceptable qualifications, and testing requirements.
  • Applicants who may assume they do not meet the exact minimum qualifications are still invited to apply. Within the application documents, applicants should be sure to explain how their credentials and related qualifications address the requested minimum requirements.
• Please click on Human Resource Services - Benefits for detailed information about Northern Illinois University's benefits package.
• Employment is contingent upon your passing a criminal background investigation. You may not begin work until the criminal background investigation results have been received and cleared by Human Resources.

Special Instructions

• Cover Letter - Please include your interest in employment with the NIU Foundation and how your previous experiences positions you for success in the role for which you are applying.
• Current Resume
• List of Three Professional References

Quick Link to Applicant https://employment.niu.edu/postings/77640
Is Background Check Required? Yes
EEO Statement Summary
Visa Policy

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.

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