Alumni Engagement Coordinator, alumni UBC

Job Category

Job Profile

Job Title

Department

Compensation Range

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge qualifications and experience for the the normal course employees will be hired transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

To apply please submit your resume and cover letter.

At UBC we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research innovation and learning for all faculty staff and students. Our commitment to employment equity helps achieve inclusion and fairness brings rich diversity to UBC as a workplace and creates the necessary conditions for a rewarding career.

Job Description

At UBC we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research innovation and learning for all faculty staff and students. Our commitment to employment equity helps achieve inclusion and fairness brings rich diversity to UBC as a workplace and creates the necessary conditions for a rewarding career.

Job Description Summary

The Alumni Engagement Coordinator is responsible for providing program support to develop 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 and executing strategies around alumni UBCs engagement framework.

Organizational Status

Reports to the Associate Director Partnerships & Strategic Initiatives alumni UBC.

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

Coordination

-Responsible for the coordination and implementation of alumni UBC programs in consultation with the Senior Director Alumni Engagement & Associate Director Partnerships & Strategic Initiatives alumni UBC; monitors timelines budgets and assessments

-Provides administrative support to alumni programming including setting up and maintaining registration systems maintaining budgets and preparing briefing notes

-Supports the Alumni UBC team in the development and implementation of alumni UBC programs and new initiatives to advance alumni UBC s strategic plan

-Supports partnerships with faculty representatives and student organizations to coordinate and deliver alumni related activities programs resources and events. Supports relationships with alumni and connects them to their department program or affinity group. Coordinates volunteers and staff to deliver programs; coordinating the recruitment orientation and support for program volunteers

-Serves as a resource person and administrative support at alumni UBC for various programs events and activities

-Develops evaluation of alumni programs and services; analyzes statistical information documents and reports results integrates suggestions and improvements into programs and services

-Supports and contributes to the communications strategy including social media web content alumni newsletters eblasts as well as other avenues to promote alumni programs and activities

Mining Collection and Coordination

-Develops and maintains a deep understanding of the University-Wide Information Management System (LINKS)

-Maintains accurate alumni and volunteer profiles and program information in the Universitys database in a timely accurate and appropriate manner; 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

Engagement Unit Support

-Prepares briefing notes tracking and reporting managing data writing and presentations and providing meeting and event support

-Identifies researches and coordinates new initiatives to advance the University and alumni UBC

Duties

-Needs to accommodate flexible hours (including evenings & weekends) attending and staffing 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 universitys 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 the Associate Director Partnerships & Strategic Initiatives and works relatively independently 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/or volunteers may be required on various projects.

Minimum Qualifications

-Undergraduate degree in a relevant discipline. Minimum of one year experience of the equivalent combination of education and experience

-Willingness to respect diverse perspectives including perspectives in conflict with ones own

-Demonstrates a commitment to enhancing ones 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 and organization 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 and take initiative on tasks and projects as well as within a team environment. Excellent computer skills; basic productivity software including proficiency in office suites (Microsoft Office Google Workspace) operating systems (Windows) communication tools (Zoom Teams) and data-related skills (spreadsheets databases); knowledge of Links is an asset. Ability to operate the normal range of office equipment.