Alumni and External Relations Spec 1–5 CX

Job Summary

Involves activities associated with reaching, serving, and engaging alumni and other key constituencies through programs, events, products, and services not primarily related to fundraising. Constituencies include alumni, local community, government, parents, students, as well as the general public. Translates constituent needs and priorities into customized programs to create, enhance, and sustain relationships with external constituencies.

Job Title	Alumni and External Relations Spec 1 CX	Alumni and External Relations Spec 2 CX	Alumni and External Relations Spec 3 CX	Alumni and External Relations Spec 4 CX	Alumni and External Relations Spec 5 CX
Job Code	5485	5478	5479	6655	6664
Bargaining Unit	CX	CX	CX	CX	CX
FLSA	Non-Exempt	Non-Exempt	Exempt	Exempt	Exempt
Generic Scope	Entry-level professional with limited prior experience; learns to use professional concepts to resolve problems of limited scope and complexity; works on assignments that are initially routine in nature, requiring limited judgment and decision making. Employees at this level are expected to acquire the skills and knowledge to perform more advanced work following an agreed upon time in position, through defined training and development planning.	Professional who applies acquired job skills, policies, and procedures to complete substantive assignments / projects / tasks of moderate scope and complexity; exercises judgment within defined guidelines and practices to determine appropriate action.	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.	Technical leader with a high degree of knowledge in the overall field and recognized expertise in specific areas; problem-solving frequently requires analysis of unique issues / problems without precedent and / or structure. May manage programs that include formulating strategies and administering policies, processes, and resources; functions with a high degree of autonomy.	Recognized organization-wide expert. Has significant impact and influence on organizational policy and program development. Regularly leads projects of critical importance to the organization; these projects carry substantial consequences of success or failure. Directs programs with organization-wide impact (or may have impact beyond the University) that include formulating strategies and administering policies, processes, and resources. Significant barriers to entry exist at this level.
Custom Scope	Uses the professional concepts of alumni and external relations to assist in implementing programs and / or communication strategies designed to inform key constituencies of institutional programs, activities, policies and practices. Typically, the bargaining unit job code should be used for work covered by this title. However, if the position is not covered by the Higher Education Employer-Employee Relations Act (HEERA) due to one of the following reasons—(1) Confidential status, where duties normally require access to confidential information that significantly influences the development of management’s bargaining or grievance positions; (2) employed outside of California at a location with 100 or fewer employees; or (3) Supervisory status, where duties include supervising employees as a regular part of the job—then the position should be listed under the generic title without the “CX” ending.	Implements noncomplex programs, events and / or communication strategies designed to inform alumni and key constituencies of institutional programs, activities, policies, and practices. Typically, the bargaining unit job code should be used for work covered by this title. However, if the position is not covered by the Higher Education Employer-Employee Relations Act (HEERA) due to one of the following reasons—(1) Confidential status, where duties normally require access to confidential information that significantly influences the development of management’s bargaining or grievance positions; (2) employed outside of California at a location with 100 or fewer employees; or (3) Supervisory status, where duties include supervising employees as a regular part of the job—then the position should be listed under the generic title without the “CX” ending.	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, etc. Assignments typically include a wide range of external and alumni relations issues and constituencies. Typically, the bargaining unit job code should be used for work covered by this title. However, if the position is not covered by the Higher Education Employer-Employee Relations Act (HEERA) due to one of the following reasons—(1) Confidential status, where duties normally require access to confidential information that significantly influences the development of management’s bargaining or grievance positions; (2) employed outside of California at a location with 100 or fewer employees; or (3) Supervisory status, where duties include supervising employees as a regular part of the job—then the position should be listed under the generic title without the “CX” ending.	Uses advanced concepts and university objectives to resolve highly complex issues. Plans, develops and implements strategies for specific programs, events, activities, policies, alumni and constituency groups, etc. that are typically complex or large and may include controversial and / or politically sensitive issues or content. Typically, the bargaining unit job code should be used for work covered by this title. However, if the position is not covered by the Higher Education Employer-Employee Relations Act (HEERA) due to one of the following reasons—(1) Confidential status, where duties normally require access to confidential information that significantly influences the development of management’s bargaining or grievance positions; (2) employed outside of California at a location with 100 or fewer employees; or (3) Supervisory status, where duties include supervising employees as a regular part of the job—then the position should be listed under the generic title without the “CX” ending.	Having wide-ranging experience, administers, oversees, or performs work involved in establishing and maintaining the highest level relationships between the institution and its many alumni and other constituents, including the general public, and various other relevant publics or interest groups, which may include internal, external, domestic and foreign audiences. Constituencies typically include the most influential or powerful institutional publics or special interest groups. Typically, the bargaining unit job code should be used for work covered by this title. However, if the position is not covered by the Higher Education Employer-Employee Relations Act (HEERA) due to one of the following reasons—(1) Confidential status, where duties normally require access to confidential information that significantly influences the development of management’s bargaining or grievance positions; (2) employed outside of California at a location with 100 or fewer employees; or (3) Supervisory status, where duties include supervising employees as a regular part of the job—then the position should be listed under the generic title without the “CX” ending.
Key Resp 01	Under direct supervision, assists in implementing programs and / or communication strategies designed to inform alumni and other key constituencies of institutional programs, policies, practices, etc. Constituencies may include the general public, prospective students, students, alumni, parents, donors, campus visitors, government officials’ staff, etc.	Under general supervision, implements noncomplex programs, events and / or communication strategies designed to inform alumni and other key constituencies of institutional programs, policies, and practices. Constituencies may include the general public, prospective students, students, alumni, parents, donors, campus visitors, government and / or community representatives.	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.	Using institutional knowledge and awareness of alumni and other key constituency perception, designs, develops and implements short and long-term strategic plans, programs, events, and activities.	Applies expert institutional knowledge and insight into alumni and other key constituencies’ perspectives to design, develop, and implement strategic plans, programs, events, and activities that advance short- and long-term institutional goals.
Key Resp 02	May provide front-line customer service to campus visitors and answer routine inquiries, including questions received on-line via the internet.	May provide front-line customer service to campus visitors and answer routine inquiries, including questions received on-line via the internet.	May plan, implement and staff alumni events, identify recruits and assist with volunteers.	May oversee all aspects of complex external relations programs, projects and events, including coordinating special programs and overseeing production of audio / visual or written and visual materials.	Provides expert leadership and oversight for complex external relations programs, projects, and events, coordinating special initiatives and directing the development and production of audiovisual, written, and visual materials.
Key Resp 03	Assists with planning and execution of alumni events.	May guide general campus tours or serve as a campus tour guide for targeted constituencies, requiring specialized skills such as in-depth knowledge of campus history, architecture, etc. and / or handling important campus visitors.	May research various topics and gather relevant data to inform unit strategic plans, keeping management informed as necessary and providing input as required.	Plans and implements large-scale alumni events, including oversight of volunteers and recruits.	Conceives, plans and implements large-scale local, regional and national alumni events. Supervises, volunteers, recruits and other event staff to ensure successful outcomes.
Key Resp 04	May serve as a guide in conducting campus tours.	May research various topics and gather relevant data to inform unit strategic plans.	Researches relevant topics and analyzes data to inform unit strategic planning. Assesses and manages emerging situations and may implement appropriate mitigation strategies keeping management informed.	Rapidly assesses and responds to unforeseen or fast-moving situations that could adversely affect campus relationships with key constituencies, taking appropriate steps to mitigate risk and keeping senior management promptly informed.	Expertly manages rapidly evolving situations that may affect campus relationships, implements mitigation strategies, and keeps senior management promptly informed.
Key Resp 05	Assists in preparing written and visual materials and maintains comprehensive, well-organized files.	Prepares and / or assists in preparing written and visual materials.	May mentor less experienced staff members.	May mentor less experienced staff members.	May lead a team and mentor less experienced staff members.
Key Resp 06	Coordinates meeting logistics between institutional and outside constituencies.	May coordinate meeting or event logistics between institutional, alumni and other outside constituencies. May plan alumni events.	Coordinates meeting and event logistics between institutional, alumni and other outside constituencies.	Reviews, analyzes, and summarizes data and reporting findings interpreting results and making recommendations.	Expertly analyzes and synthesizes complex data, communicates findings and interpretations, and delivers actionable recommendations.
Key Resp 07	For staff in Government / Community Relations: reads, interprets and / or provides basic analysis of routine legislation and tracks legislation.	Tracks and informs management of issues of community interest/concern.  Tracks legislation, ordinances, laws and maintains files of relevant external constituencies.	Responds to constituent inquiries.	Responds to alumni and other external constituent inquiries.	Expertly manages inquiries from alumni and external constituents, providing timely, accurate, and professional responses.
Education	Bachelor’s degree in related area and / or equivalent experience / training	Bachelor’s degree in related area and / or equivalent experience / training	Bachelor’s degree in related area and / or equivalent experience / training	Bachelor’s degree in related area and / or equivalent experience / training	Bachelor’s degree in related area and / or equivalent experience / training
Special Condition	Exercise the utmost discretion in managing sensitive information learned in the course of performing their duties. Sensitive information includes but is not limited to employee and student records, health and patient records, financial data, strategic plans, proprietary information, and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and actively takes steps to limit access to sensitive information to individuals who have legitimate business need to know. Ensure that sensitive information is properly safeguarded. Follow all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper usage of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.	Exercise the utmost discretion in managing sensitive information learned in the course of performing their duties. Sensitive information includes but is not limited to employee and student records, health and patient records, financial data, strategic plans, proprietary information, and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and actively takes steps to limit access to sensitive information to individuals who have legitimate business need to know. Ensure that sensitive information is properly safeguarded. Follow all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper usage of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.	Exercise the utmost discretion in managing sensitive information learned in the course of performing their duties. Sensitive information includes but is not limited to employee and student records, health and patient records, financial data, strategic plans, proprietary information, and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and actively takes steps to limit access to sensitive information to individuals who have legitimate business need to know. Ensure that sensitive information is properly safeguarded. Follow all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper usage of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.	Exercise the utmost discretion in managing sensitive information learned in the course of performing their duties. Sensitive information includes but is not limited to employee and student records, health and patient records, financial data, strategic plans, proprietary information, and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and actively takes steps to limit access to sensitive information to individuals who have legitimate business need to know. Ensure that sensitive information is properly safeguarded. Follow all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper usage of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.	Exercise the utmost discretion in managing sensitive information learned in the course of performing their duties. Sensitive information includes but is not limited to employee and student records, health and patient records, financial data, strategic plans, proprietary information, and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and actively takes steps to limit access to sensitive information to individuals who have legitimate business need to know. Ensure that sensitive information is properly safeguarded. Follow all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper usage of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.
KSA 01	Organizational skills including skills to meet prescribed deadlines.	Knowledge of basic concepts and principles of building and maintaining effective relations with a variety of alumni and other key constituencies.	Thorough knowledge of basic concepts, principles, and procedures of building and maintaining effective relations with alumni, internal and key constituencies.	Advanced knowledge of practices and procedures associated with building and maintaining effective working relationships with all levels of alumni, internal and external constituencies.	Expert knowledge of the principles and concepts of building and maintaining effective relationships with alumni and key constituencies to achieve institutional goals and objectives.
KSA 02	Written, verbal and interpersonal skills, including tact and political acumen to effectively represent the institution to a variety of constituencies.	Basic knowledge of the institution, its mission, vision, goals, achievements, policies, and infrastructure.	Thorough knowledge of the campus, its mission, goals, objectives, programs, achievements, infrastructure and issues of concern.	Advanced knowledge of the campus, its vision, mission, goals, objectives, achievements, issues of concern and infrastructure.	Expert, comprehensive knowledge of the campus, including its vision, mission, goals, infrastructure, history, strategic plans, current priorities, accomplishments, and awards.
KSA 03	Analytical and critical thinking skills.	Written, verbal and interpersonal skills, including tact and political acumen to effectively represent the institution.	Thorough written, verbal and interpersonal communications, tact and political acumen to effectively represent the campus.	Advanced written, verbal, and interpersonal communication skills, with the ability to tailor information to target audiences and ensure it is clearly presented and effectively understood.	Expert level written, verbal, and interpersonal communication skills, including active listening and the ability  to ascertain constituency perception.
KSA 04	Applicable computer skills.	Organizational skills including skill to meet prescribed deadlines; event planning skills.	Skilled at identifying issues, advising management, and recommending effective strategic solutions.	Advanced knowledge of assigned area of responsibility, for example, the campus scientific community.	Expert knowledge of alumni, internal and external constituencies, including their composition and areas of concern.
KSA 05		Analytical and critical thinking skills.	Strong research, analytical, and critical-thinking skills, with sound judgment and decision-making abilities.	Active listening skills, including advanced critical thinking and analytical skills.	Expert level analytical and decision-making skills, sound judgment and highly developed political acumen.
KSA 06		Applicable computer skills.	Skill in project management, including event planning and meeting deadlines.	Advanced project management skills, including skills to plan and implement successful events.	Expert skill to quickly identify and develop strategies to effectively communicate the institution’s message.
KSA 07		For staff in Government / Community Relations: basic knowledge of public policy and the legislative process.	Ability to recognize potential areas of constituency concern and propose solutions to address, resolve and mitigate issues.	Skill to recognize potential areas of constituency concern and address, resolve and mitigate problems/issues.	Expert skill to recognize potential areas of constituency concern and the skill to effectively address, resolve and mitigate problems/issues.
KSA 08		Basic knowledge of issues of concern in higher education.	Strong knowledge of issues of concern in higher education.	Advanced knowledge of issues of concern in higher education.	Expert knowledge and understanding of general issues in higher education and campus specific issues.
Environment	Campus, medical center or other university setting and various external venues.	Campus, medical center or other university setting and various external venues.	Campus, medical center or other university setting and various external venues.	Campus, medical center or other university setting and various external venues.	Campus, medical center or other university setting and various external venues.