Project Manager - Alumni Relations

  • Loyola University Chicago
  • Chicago, IL, USA
  • Oct 31, 2023
Full time Diversity & Inclusion Management University

Job Description

The Project Manager (PM) for Alumni Relations works in a fast-paced Advancement division to meet the emerging needs of a rapidly growing team. This position works with the Assistant Vice President (AVP) – Constituent Engagement as well as members of the engagement leadership team (alumni relations, special events, mentorship & engagement, and regional & professional engagement) to develop and execute project plans that align with the strategic goals of the Advancement Division.

This position will report directly to the Director of Alumni Relations with close collaboration of the AVP. In addition to these partners, the PM will be a direct point of contact to other teams around Advancement for projects including Annual Giving, Digital Engagement, Advancement Services, Development, Donor Relations, Corporate & Foundation Relations, Planned Giving & more, as well as University partners outside of the Advancement office including Athletics, Student Development, and members from other schools/colleges/units. The PM possesses a strong portfolio of project-management skills with a focus on execution, problem-solving, process improvement and project documentation. The Project Manager ensures timely delivery/execution of materials, objectives, and timelines within the scope of assigned projects.

The PM is responsible for developing and managing the scope of work for projects within our teams and/or for cross-functional teams across Advancement (e.g., Alumni Weekend). Manage and/or support cross-functional team’s adherence to project scope of work, budgets, and timelines.

Key Responsibilities

Constituent Engagement:
    • Collaborate with the AVP and area directors as well as team leads in Special Events, Alumni Relations, Professional & Regional Engagement, and Mentorship & Engagement to build an integrated engagement strategy for Loyola alumni outreach.
    • Point of contact for partner teams in Advancement (Annual Giving, Advancement Services, Digital Engagement, Donor Relations, Major Gifts, LAG, Regional Development, etc.) as well as University partnerships outside of Advancement (Student Development, Mission Integration, Athletics, etc.).
    • Update, and collaborate closely with, partners on the status and progress of key priorities.
    • Manage and track progress on all key projects and priorities for the team including target audiences, strategies, messaging, tactics, timing, and budgets with appropriate team leads included in each project.
    • Collect, analyze, and document research and data, pulling out key themes and concrete insights for the team to use to build new strategies for future projects.
Project Management:
  • Create communication plans, event briefs, and timelines to help forecast and proactively schedule individual projects and work on an annual constituent engagement calendar.
  • Manage projects to ensure appropriate timelines, staffing, assignments, meetings, etc. are set up and on track.
  • Communicate to proper leadership members when projects are hitting bottlenecks, seeing recurring issues, or other problems that need to be addressed.
  • As projects are requested, request additional information and build schedules that will ensure that the work will be completed while ensuring ample time to produce high-quality work that achieves goals and supports Loyola Advancement.
  • Understand team capacity/workloads and work with team leaders to adjust assignments, assuring that the appropriate team is assigned to each project and workloads are evenly maintained. Ensure thorough and professional communication (in-person, phone, email) to all partners across every project.
  • Meet, and schedule team meetings with partners to learn more about new project details and give progress updates on existing projects, communicating any issues.
  • Work with freelancers and contractors and ensure they have the resources needed for their jobs.
  • Prepare production estimates.
  • Manage discovery/kick-off meetings, updates, and meeting recaps.
  • Ensure coordination of, and collaboration between, strategic and ad hoc projects to connect requests to strategic priorities and increase effectiveness and efficiency; find opportunities to elevate work and amplify key messages.
  • Serve as the primary point of contact for website updates and manage the successful implementation of each update.
  • Other duties, as assigned.

Minimum Education and/or Work Experience

  • Bachelor’s degree in business, marketing, communications or a similar field.
  • 3-5 years of project management experience, preferably in higher education or a non-profit fundraising marketing and communications setting.


  • Experience working across a diverse group of teams and departments.
  • Excellent communication and organization skills.