Alumni Engagement Coordinator

Job Summary

The Alumni Engagement Coordinator is responsible for providing program support to implement and coordinate alumni engagement programs and services. They are expected to be instrumental in the delivery of programs and services designed to facilitate a lifelong relationship with UBC students and alumni.

Major responsibilities include: program coordination, database mining, tracking alumni interactions and executing strategies around alumni UBC s engagement framework.


Organizational Status

Reports to Associate Director, Alumni Engagement.

Works with alumni UBC staff, UBC staff, alumni volunteers, university administration, alumni and development professionals, faculty members, students, and on and off-campus community and organizations.


Work Performed

1. Program Coordination
- Responsible for the coordination and implementation of alumni UBC programs, in consultation with the Alumni Engagement Officers, Managers & Directors, alumni UBC; monitors timelines, budgets and assessments
- Provides support to alumni programming including setting up and maintaining registration systems, tracking budgets, writing and submitting requests for the President s time, and preparing briefing notes
- Supports the Alumni Engagement Managers and Directors in the development and implementation of alumni UBC programs and new initiatives to advance alumni UBC s strategic plan
- Supports partnerships internally and externally to coordinate and deliver alumni related activities, programs, resources, and events. Develops relationships with alumni and connects them to their department, program or affinity group as appropriate. Coordinates volunteers and staff to deliver programs including the recruitment, orientation and support for program volunteers
- Serves as a resource person at alumni UBC for various programs and events
- Develops evaluation of alumni programs and services; analyzes statistical information, documents and reports results,

2. Database Mining, Collection and Coordination
- Develops and maintains a deep understanding of the DAE Information Management System (LINKS)
- Maintains accurate alumni and volunteer profiles and program information in the University s database in a timely, accurate and appropriate manner including interactions and POINTS submissions; integrates data collection and data mining into work plan (maintains programming calendar, tracks budgets, tracks and reports on program progress, meetings and points)
-Develops, implements and monitors protocols for the alumni relationship management database and generates reports and lists as required

3. Alumni Engagement Unit Support
- Prepares and writes briefing notes, tracking and reporting, managing data, develops presentations, and providing meeting and event support
- Identifies, researches and coordinates new initiatives to advance the University and alumni UBC
- Attends meetings and events sometimes outside normal work hours; provides event preparation support, and on-site implementation and execution
- Provides finance and budget support for various programs
- Develops presentation materials as required

4. Other Duties
-Needs to accommodate flexible hours (including evenings), attending events and meetings as necessary
- Performs other responsibilities as required

Consequence of Error/Judgement

Given that the incumbent will liaise regularly with senior administration, prominent alumni and donors as well as significant friends and partners of the university, the Alumni Engagement Coordinator is expected to exercise judgment, diplomacy and tact in all interactions. Poor judgement could alienate alumni, damage the university s reputation, as well as negatively impact potential opportunities to engage alumni as friends, volunteers, and donors.
Errors may impact on the effectiveness of the office, image, reputation and credibility of alumni UBC, the portfolio and the University. Accuracy and speed and the ability to meet deadlines are critical. The Coordinator is expected to exercise judgement, diplomacy and tact in all interactions associated with the function of this position. All information must be accurate and provided in a respectful, timely and supportive way.

Supervision Received

The incumbent reports directly to one of the Associate Director, Alumni Engagement and works against set objectives and performance expectations within a collaborative work environment.

Supervision Given

The incumbent does not supervise other professional staff. Responsible for managing and advising student employees and volunteers as required on various projects.

Minimum Qualifications

University degree in relevant discipline. Minimum of one year of related experience, or the equivalent combination of experience and education.

- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own

- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

Experience working with alumni or other constituent of post-secondary institution preferred. Experience working in volunteer organizations, program coordination, strategic planning, and/or public relations an asset. Comfortable working with high-level administrators, volunteers and staff. Excellent time management skills, as well as ability to handle multiple tasks and respond to multiple stakeholders; Superior verbal and written communication skills. Strong interpersonal and negotiation skills required in liaising with colleagues, alumni, internal and external service providers, and senior university administration. Strong conceptual abilities combined with high attention to detail. Well-developed analytical and problem-solving skills are required, along with skills in collaboration and conflict resolution. Ability to handle confidential and sensitive material and to exercise a high level of tact and discretion. Driven to find win-win solutions. Tactful and diplomatic. Able to persuade others of the value of collaboration and participation. Ability to work independently as well as within a team environment. Intermediate computer skills with Microsoft Office Suite, PowerPoint, Internet; knowledge of Links is an asset. Ability to operate the normal range of office equipment.