Assistant Director of Special Projects, Alumni & Constituent Engagement

Posted on 08/10/2023

Washington University in St. Louis

Clayton, MO

Position Summary

The Office of Alumni & Constituent Engagement (ACE) provides meaningful, personal, and sustained connections with alumni, parents, and friends to advance the mission of Washington University. Teams within ACE include Alumni Networks, Class and University Programs, Alumni and Parents Admission Program, and the Travel Program.

The Assistant Director for Special Projects will collaborate with Executive Director, Alumni & Constituent Engagement in executing long term, short term, and recurring projects. The Assistant Director will provide project management oversight, data analysis, and reporting services. Finally, the Assistant Director for Special Projects will serve as a champion of culture, engagement, and recognition for the ACE team.

Job Description

Primary Duties and Responsibilities

Undertake Special Projects as Identified by the Associate Vice Chancellor and Executive Director

  • Provide project management, data analysis, and reporting support for special projects in support of the ACE mission, vision, and goals.
  • Plan and manage project goals and project schedules.
  • Supervise current projects and coordinate all team members to keep workflow on track.
  • Act as the point of contact — communicating project status to all participants and stakeholders.
  • Measure project performance and making adjustments as needed.

Standardize and Codify Processes Across ACE

  • Collaborate across ACE teams to gather information on current and best practices.
  • Work with Executive Director to create and maintain comprehensive documentation, plans, and reports, and distribute best practices and establish standardized processes for ACE.

Data Collection/Tracking

  • Update and prepare monthly reports for post event surveys providing learnings and insights.
  • Work with ACE teams to continuously update or test survey questions.
  • Submit monthly data requests for additional analysis.
  • Assist Executive Director in gathering data for participation in surveys including but not limited to the CASE Alumni Engagement Metrics Survey.

Champion Engagement, Recognition, and Fun

  • Serve as project lead for the staff engagement committee focused on promoting team engagement, recognition, and celebration, through staff morale/appreciation events.
  • Organize and plan all monthly ACE all staff meetings – schedule speakers, develop agendas, etc.

Perform other duties as assigned.

Preferred Qualifications

  • Experience in a university or non-profit setting.
  • Experience working within complex environments.
  • Experience with organizational and project management skills.
  • Familiarity with and appreciation for the mission of University Advancement programs and the activities of the department.
  • Desire to play a meaningful role in the university’s community and to share in the community’s commitment to education and research.
  • Demonstrated strength in organizational and project management skills.
  • Ability to manage multiple projects and deadlines under pressure.
  • Proven ability to solve problems creatively.
  • Excellent analytics skills.
  • Ability to listen carefully, learn quickly and work effectively in a complex organization.
  • Exceptional interpersonal skills: demonstrated ability to build and maintain relationships. 
  • Ability to handle confidential information professionally.
  • Desire and ability to work collaboratively with colleagues across department.
  • Honesty, integrity, and enthusiasm; a very strong work ethic, supported by commitment and follow through. 
  • Knowledge of and proficiency with standard computer software (Microsoft Word, Excel) and office equipment. Comfortable and nimble in learning new software systems, processes, and protocols.
  • Excellent verbal and written communication skills to relay detailed instructions and provide or solicit feedback.

Required Qualifications

  • Bachelor’s degree.
  • Two years of related experience.

Grade: G10

Scheduled Hours: 37.5

Salary Range: $48,700.00 – $80,500.00 / Annually

The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one’s qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.


If you are unable to use our online application system and would like an accommodation, please email [email protected] or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

Pre-Employment Screening

All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement


  • Up to 22 days of vacation, 10 recognized holidays, and sick time.
  • Competitive health insurance packages with priority appointments and lower copays/coinsurance.
  • Want to Live Near Your Work and/or improve your commute? Take advantage of our free Metro transit U-Pass for eligible employees. We also offer a forgivable home loan of up to $12,500 for closing costs and a down payment for homes in eligible neighborhoods.
  • WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.


  • Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!


  • We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We’ve got you covered.
  • WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

For policies, detailed benefits, and eligibility, please visit:

EEO/AA Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity and especially encourages applications by those from underrepresented groups. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.

Diversity Statement

Washington University is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment – fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.

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