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University of Rochester Assistant Director, ESM Advancement - 226074 in Rochester, New York

Assistant Director, ESM Advancement Job ID 226074


Central Administration

Full/Part Time Full-Time

Favorite Job

Regular/Temporary Regular


Full Time 40 hours Grade 055 Ofc Sr Vice Pres Advancement





The Assistant Director of Alumni Engagement has primary and ultimate responsibility for the operational aspects of Eastman’s Office of Advancement in respect to the alumni and assigned programmatic engagement areas. S/he will manage the Alumni & Engagement Coordinator to provide the most efficient means for achieving the mission of the office. S/he will serve as the main point of contact and strategic lead for the various ways that the advancement office communicates with constituents, with particular focus on how materials sent from our office reflect the quality and essence of the school. S/he will work with the Executive Director to develop strategies that successfully engage Eastman alumni and donors, steward donors, and increase the annual fund results.

This role will require occasional travel, mostly regional, and held to metrics reflecting the success of the engagement efforts.


Under the general guidance of the Executive Director, but with broad latitude for independent judgment, the Assistant Director will have responsibility for:

Stewardship:This role will develop and execute a cohesive yearly stewardship strategy, understanding the goals of both the school and overall advancement office. To include:

  • Strategic stewardship of UR and ESM Giving Societies

  • Dean’s Circle

  • Friends of Eastman Opera

  • ROCmusic

  • William Warfield Fund

  • George Eastman Circle

  • Relationship management of the Eastman Community Music School

  • Oversight of the creation of donor recognition boards, plaques, signage

  • Work closely with Foundation Relations to maintain communications with foundations and ensure funding is dispensed as needed

  • Steward current donors with knowledge to fund reports and other giving information

  • Connect scholarship recipients with donors (e.g. GEC, Endowed)

  • Oversee the quarterly ESM Advancement Report

  • Coordinate special projects for Gift Officers in regards to donor communication and stewardship

Communications:Oversee and manage all communication activities in the ESM Advancement Office, including the relationship between ESM and Advancement Communications

  • Oversee Alumni & Engagement Coordinator’s production of monthly e-newsletter

  • iModules – email communications

  • Oversee strategy and creation behind:

  • Print invitations

  • Product design

  • Holiday Card list

  • Provide writing support for fund development programs, grant proposals, and ad hoc correspondence for various projects

Event Management:Strategize with Executive Director to develop and execute a yearly events strategy

  • Direct Meliora Weekend at Eastman

  • Manage the Alumni & Engagement Coordinator to execute tasks associated with hosting events including:

  • Invitation design – printed and electronic

  • Invitation list generation

  • Invitation mailing – printed and electronic

  • Securing location and coordinating with vendors

  • Back-end of events in OASIS and Intranet

  • Mass contact reports

  • Name tags

  • Briefings and senior leadership talking points

  • Event follow up

  • Lead events pertaining to:

  • Stewardship

  • +1, finding new donors

  • Targeted events/dinners

  • Partnering with UR

Staff Management and Alumni Relations Program Development

  • Work with the Executive Director Eastman to develop an alumni engagement plan to be executed by the Alumni & Engagement Coordinator

  • Supervision of the Coordinator- including the hiring, performance management and disciplinary action in partnership with Advancement Administration.

Annual Fund Strategy

  • Manage growth of annual fund, including all related strategy and reporting

  • With respect to the Advancement office goals, increase alumni participation

  • Partner with Annual Fund Office to ensure timely and accurate solicitations for ESM. Identify donor stories and other materials that can be used to better advance the annual fund goals with Eastman’s constituents.

  • Create guidelines and policies in respect to tours and student callers

  • Oversee Reunion and Parent appeals

Data Management

  • Serve as department “expert” on usage of the OASIS system with responsibility of complete knowledge of OASIS donor database

  • Oversee preparation of customized reports by managing Administrative Assistant and Alumni & Engagement Coordinator to pull:

  • Prospects reports

  • Alumni reports

  • Mail reports

Gift Processing and Acknowledgements

  • Oversee gift processing and acknowledgement preparation by Administrative Assistant

  • Gifts-in-Kind

  • Work directly with Stewardship Office, ESM Instrument Office, Sibley Music Library, ECMS, and all ESM departments

  • Contracts for donation of special collections


  • Bachelor’s degree or equivalent years of experience. Master’s degree preferred

  • A minimum of 4 years of alumni relations, event planning, development, volunteer management or comparable experience

    How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled