General Information
| Job Description | ALUMNI EXTERNAL REL SPEC 3 | Working Title | Manager, External Relations & Protocol |
|---|---|---|---|
| Job Code | 006299 | Grade | 20 |
| Department Name | SOM - Dean's Office - D02000 | Department Head | |
| Supervisor | Effective Date | 01/09/2018 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|---|---|
| 004921 | STDT 2 | .49 |
Generic Scope
| Experienced professional who knows how to apply theory and put it into practice with in-depth understanding of the professional field; independently performs the full range of responsibilities within the function; possesses broad job knowledge; analyzes problems / issues of diverse scope and determines solutions. |
Custom Scope
| Uses skills as a seasoned, experienced professional with a full understanding of industry practices and campus policies and procedures. Plans, develops and implements strategies for specific programs, events, policies, constituency groups, et cetera. Assignments typically include a wide range of external and alumni relations issues and constituencies. |
Department Custom Scope
| The incumbent in this professional position manages effective working relationships with internal and external constituents of the School of Medicine, including key community organizations and representatives of government agencies through special event management and projects designed to expand public awareness and support of the School of Medicine. These activities strengthen fundraising efforts and build engagement and commitment to the mission of the School. The position is responsible for a variety of analytical and project-oriented initiatives that support the medical school's broad portfolio of external relations and that maximize the human and budgetary resources of the school's Strategic Initiatives unit. Scope includes enhancing the School of Medicine reputation, community engagement and development, public affairs, event management and protocol. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor's degree in related area and/or equivalent experience/training. | Required |
| Advanced degree in related area and/or equivalent experience/training. | Preferred |
Experience Requirements
| Experience | Requirement |
|---|
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
Develops and implements programs, events and/or communication strategies designed to inform alumni and other key constituencies of institutional programs, activities, policies, and practices; constituencies may include the general public, prospective students, students, alumni, parents, donors, campus visitors, government and/or community representatives,.
|
25 |
| May plan, implement and staff alumni events, identify recruits and assist with volunteers. | 15 |
May research various topics and gather relevant data to inform unit strategic plans, keeping management informed as necessary and providing input as required.
|
10 |
May mentor less experienced staff members.
|
5 |
Responds to constituent inquiries.
|
10 |
| External Relations and Protocol: Builds and maintains coalitions of willing partners through relationships with campus stakeholders and concerned individuals to identify and address needs of the SOM. Convenes groups in collaborative and inclusive efforts to meet these needs. Builds and maintains close working relationships with external stakeholders and other pertinent entities with which the SOM is associated. Coordinates meetings and acts as liaison for the School of Medicine's community advisory board. | 15 |
| Project Management and Coordination: Recommends creative solutions to problems, works with changing priorities to meet a multiplicity of demands and project goals. Implements and evaluates comprehensive projects and programs under constraints of constant deadlines, conflicting priorities and frequent interruptions. Works both independently and in a team-oriented, collaborative environment to advance School of Medicine goals and maintain a work pace appropriate to the workload. Undertakes project management and oversight outside normal job responsibilities as assigned. | 10 |
| Serves as point person for coordinating high-level visitors hosted by the Dean, using sound judgment to engage members of the School of Medicine in ways that showcase programs and strengths of the school. This includes engagement of international visitors where attention to cultural protocols is required. Provides guidance to SOM staff involved in logistical coordination of visits to the School. | 10 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Thorough knowledge of basic concepts, principles, and procedures of building and maintaining effective relations with alumni, internal and key constituencies. | Required |
| Thorough knowledge of the campus, its mission, goals, objectives, programs, achievements, infrastructure and issues of concern. | Preferred |
| Thorough written, verbal and interpersonal communications, tact and political acumen to effectively represent the campus. | Required |
| Thorough research, analytical and critical thinking skills, including sound judgment and decision-making skills and skill to correctly identifying real and potential problems, advising management as required, and proposing effective strategic resolutions. | Required |
| Skill in project management, including event planning and meeting deadlines. | Required |
| Knowledge of protocol in advising leadership and oversight of event management to address cultural and diplomatic courtesies, prescribed guide for conduct or action in handling visitors and guests. Demonstrates political acumen and experience in working with people from diverse academic, cultural, and racial and ethnic backgrounds. | Required |
| Ability to effectively prioritize, manage, and execute projected related activities and the ability to respond to shifting priorities, demands, and timelines. | Required |
| Demonstrated ability to function in a team role with excellent judgment and decision-making skills in a complex organizational setting with a diverse constituency. Proven ability to quickly develop credibility with relevant constituencies. | Required |
| Demonstrated trusted confidentiality working with staff, volunteers, and donors. | Required |
| Advanced skill in project management, including event planning and special projects and the ability to take initiative and stay organized in a fast-paced environment. | Required |
| Demonstrated proficiency in utilizing computer technology for communication, data gathering and reporting activities. | Required |
| Demonstrated ability to develop trusting relationship with stakeholders from the campus and local community to effectively represent the School of Medicine. | Preferred |
| Demonstrated extensive and progressive organizational skills in high-level project management and coordination, analysis in a medical school, medical center, hospital environment or similarly large organization. | Preferred |
| Knowledge of effective internal and external communications strategies, including marketing. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|---|
| Occasional travel between SOM locations and affiliate sites. | Required |
Other Special Requirements & Conditions
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Level of Supervision Received
| GeneralSupervision |
Environment
Working Environment
| Campus |
Other Requirements
Items Used
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Physical Requirements
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Mental Requirements
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Environmental Requirements
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Critical Position
| Is Critical Position: No |