Coordinator, Alumni Volunteer Engagement

Job Summary

UBC Sauder School of Business is one of the world’s leading business faculties. The school consistently ranks among the top 100 in the world and is recognized internationally for excellence in research and learning, an outstanding faculty and unmatched global partnerships. A collaborative and respectful culture within which all members of our community can thrive is a key principle in our strategic plan, and one that underpins our educational mission.

We acknowledge that UBC Sauder at the Vancouver Point Grey campus is situated on the traditional, ancestral and unceded territory of the Musqueam. We acknowledge that UBC Sauder at UBC Robson Square is situated on the traditional territory of the Musqueam, Squamish and Tsleil-Waututh.

The UBC Sauder Development and Alumni Engagement team has a mission to inspire involvement and investment in UBC Sauder to drive innovation, further business knowledge and lead change for a better world.

The Coordinator, Alumni Volunteer Engagement, is responsible for coordinating and delivering alumni volunteer engagement initiatives for the UBC Sauder Development and Alumni Engagement (DAE) team. Reporting to the Manager, Alumni Volunteer and Student Engagement Programs, this position contributes to the planning, execution, evaluation, and continuous improvement of alumni volunteer programs that support students, academic programming, recruitment, and UBC Sauder priorities.

Working within established alumni engagement strategies, policies, and institutional standards, the Coordinator independently manages day-to-day volunteer engagement operations, oversees a high volume of complex requests, and exercises sound judgement in matching alumni to meaningful and appropriate engagement opportunities.

Organizational Status
Reports to the Manager, Alumni Volunteer and Student Engagement Programs, UBC Sauder School of Business. Works closely with Alumni Engagement and Development teams, faculty, student leaders, alumni volunteers, service providers, other units at UBC Sauder, and central DAE colleagues.

Work Performed

• Works collaboratively with DAE colleagues to manage, and coordinate alumni volunteer engagement programs, activities and initiatives that support UBC Sauder students, faculty, academic units, and partners.

• Manages the end-to-end alumni volunteer engagement lifecycle, including recruitment, screening, matching, placement, recognition, and reporting.

• Contributes to the evaluation of volunteer programs and recommends process improvements to enhance volunteer experience, operational efficiency, and data integrity.

• Implements components of the alumni volunteer strategy as directed by the Manager, ensuring coordinated timelines, communications, and stakeholder alignment.

• Provides functional guidance, training, and day-to-day support to student or alumni volunteers supporting alumni engagement activities.

• Develops, maintains and ensures the use of processes, tools and systems to support onboarding, engagement, events and project planning.

• Manages alumni volunteer requests from student clubs, academic units, and campus partners.

• Researches and identifies suitable alumni volunteers based on defined criteria, role requirements, availability, and engagement history. Exercises judgement in determining appropriate sourcing approaches (e.g., direct outreach versus public postings).

• Prepares and coordinates personalized and mass volunteer outreach communications using approved platforms, templates, and messaging standards.

• Develops, manages and maintains targeted alumni list pulls using the alumni database, and other tools.

• Builds and maintains effective working relationships with student leaders, academic units, faculty, and staff to support positive alumni engagement outcomes.

• Represents the Alumni Engagement team at student- and volunteer-focused events as required.

• Develops content for volunteer recruitment, recognition, and promotional materials.

• Coordinates volunteer recognition and stewardship activities, including communication and gifts.

• Records and maintains alumni and volunteer interactions and engagement activity in the alumni database and associated systems, ensuring accuracy, timeliness, completeness and compliance with institutional standards, privacy requirements, and FIPPA guidelines.

• Tracks and reports on volunteer engagement activity and participation metrics, identifying operational trends, data gaps, and follow-up actions for the Manager.

• Prepares briefing and debriefing notes as needed for external meetings and events.

• Supports in the development, planning and execution of DAE events and communication initiatives as needed.

• Manages program and event budget and expenses, and establishes and implements protocols.

• Performs other duties within the scope of the role as required.

Consequence of Error/Judgement
The Coordinator works under broad guidelines and is expected to exercise a high level of judgement, tact, and diplomacy. The role manages multiple priorities with competing deadlines and makes decisions related to volunteer sourcing, communication, and data accuracy. Errors in judgement or execution may negatively impact alumni relationships, engagement reporting, program effectiveness, and the reputation of UBC Sauder.

Supervision Received
Works under broad direction from the Manager, Alumni Volunteer and Student Engagement Programs. Functions independently within established objectives, policies, and procedures, consulting with the Manager on complex, sensitive, or high-risk matters.

Supervision Given
none

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 in alumni engagement, volunteer management or program coordination.

• Demonstrated ability to manage multiple projects, timelines, and stakeholder relationships in a complex environment.

• Excellent written and verbal communication skills.

• High attention to detail and accuracy in data management and reporting.

• Demonstrated ability to handle confidential and sensitive information with professionalism and discretion.

• Experience with email communications platforms (e.g., Campaigner, Marketing Cloud).

• Proficiency with Microsoft Office and database systems, and proficiency in Microsoft Excel is a requirement.

• Experience working in a post-secondary, advancement, or complex volunteer-driven environment.

• Experience using CRM or database systems (LINKS/Blackbaud preferred) and survey tools such as Qualtrics.

• Experience with event planning and execution.

• Demonstrated emotional intelligence and professionalism when engaging with a variety of stakeholders.

• Strong organizational, analytical, and problem-solving skills.

• Ability to work independently and as part of a team, anticipate stakeholder needs, and adapt to changing priorities.

• Demonstrated commitment to equity, diversity, and inclusion and the ability to work effectively with diverse communities.