Alumni Chapter Coordinator

Request for Proposals

Background of the University of Montana Alumni Association

The vision of the University of Montana Alumni Association (“UMAA”) is to be recognized as a leader in alumni engagement by establishing valuable lifelong connections between alumni, friends of the University and each other, and empowering the University’s global community to support and advance the University in its pursuit of excellence. 

Project Goals and Scope of Services

To advance this vision, the UMAA is currently working to launch and sustain alumni chapters in strategic locations around the country.  The Alumni Chapter Program is a critical component of an engagement plan designed to enhance outreach capabilities to more than 105,000 living University of Montana alumni.  

The Alumni Chapter Program Coordinator will primarily be responsible for igniting and overseeing the launch of 8-14 chapters nationally and in Montana.  Responsibilities of the Chapter Coordinator will include chapter leadership recruitment, chapter leader management, chapter support in communications and chapter event support.  

Envisioned chapter communities include Seattle, San Francisco, Spokane, Boise, Portland, Denver, Chicago, Austin, Washington, DC, Helena, Billings, Kalispell and Anchorage.  The Alumni Chapter Coordinator will work with the Director of Alumni Relations and the Director of Alumni Engagement on plan implementation.   Specific duties include:

  • Recruit and manage volunteer leaders for alumni chapters and provide ongoing training and support through regular communications.
  • Steward relationships with volunteers to ensure meaningful engagement experiences and build affinity toward greater involvement within alumni engagement, areas of interest on campus or the university as a whole.
  • Guide chapter volunteers to establish annual engagement proposals.
  • Maintain chapter guidebook and similar written materials outlining operations, structure and standards for UM alumni chapter development and activities.
  • Responsible for monitoring and reporting program outcomes and making data-driven recommendations about program growth and improvement.
  • Provide thorough, timely, and professional correspondence with all partners during planning for, and in follow-up to, all chapter activities.
  • Serve as a liaison to the UMAA Engagement Committee.
  • Support overall alumni and member stewardship efforts.
  • Occasional in-state and out-of-state travel required.
  • Occasional weekend and evening work required.

Engagement Term

One year, with the potential for an annual extension up to three years in total if project outcome expectations are met.

Project Outcome Expectations

UMAA expects to complete the following deliverables over the course of the first year of the engagement: 

  • Accelerated event activity in early-stage alumni chapters in Seattle and Spokane
  • Alumni chapter activity with solidified leadership structures in place for new chapters in Billings, Helena, Portland, San Francisco, Chicago, Kalispell, Austin, Minneapolis, Phoenix, Salt Lake City and Denver by July 2020
  • Early phase chapter leadership identified for 2020-2021 targets of Anchorage and Washington DC, and a Native American chapter
  • Deliverables are subject to modification based on alumni chapter development experience.

Preferred Skills and Qualifications

  • Ability to prioritize, work independently, initiate and follow-through
  • Skill in managing multiple simultaneous projects (in this case chapters) in a well-organized manner with high quality execution and on-time delivery
  • Experience managing volunteer and / or volunteer programs
  • Experience working in a community engagement and/or outreach setting
  • Demonstrated skills in writing, producing and delivering professional messages on behalf of an organization
  • Experience working in a higher education environment
  • Ability to anticipate challenges and provide recommended solutions
  • Ability to work effectively within deadline-driven processes
  • Demonstrated strength in problem-solving and decision-making skills
  • Ability to work effectively with alumni from a variety of culturally diverse backgrounds

Project Budget

The first-year project budget for the Alumni Chapter Coordinator role will be $25,000 - $35,000, depending on experience.  UMAA will also fund all direct costs associated with the project, such as travel associated with early stakeholder gatherings, training and event execution.

Anticipated Selection Schedule

Interested candidates may submit responses to this opportunity by Monday, July 15st, 2019 at 5:00pm Mountain time.  Qualified candidates will be chosen for interviews.  Interviews will occur the week of July 22-26th.  UMAA intends to conclude this RFP process by August 1, 2019. 

UMAA has identified one staff member and 2 board members as the evaluation team for proposal review.

Application Instructions

RFP responses, along with supporting documents, should be submitted via email to Jed Liston at jliston@mso.umt.edu and Chris Newbold at cnewbold@alpsnet.com.

Proposals will only be accepted via email.

Independent Contractor

The Alumni Chapter Coordinator position shall at all times serve in an independent contractor capacity with respect to the work and / or services to be performed under this engagement.  A contact will be entered into outlining the duties and obligations of the parties.  Nothing contained in that contract will be intended to, or shall be construed in any manner, as creating or establishing the relationship of employer / employee between the parties.

Insurance Requirement

All qualified applicants will be required to show proof of their own liability insurance along with additional insurance requirements, including worker’s compensation requirements, identified as is appropriate to the scope of work.