Alumni Officer

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Posting Information:

The internal posting deadline for this position is February 12 2026 at 11:59PM.

This is a Career Path position.

The final level will be determined based on demonstrated skills and experience.
Anticipated hiring ranges:

USG 7: $60384 $75481

USG 8: $65973 $82466

USG 9: $71827 - $89784

Job Description:

Primary Purpose

The Alumni Officer supports the Office of Advancements goals to increase alumni engagement opportunities to further the Advancement pipeline. This position practices strategic outreach involves alumni volunteers in opportunities that are mutually beneficial and engages alumni in all life stages.

The Alumni Officer works collaboratively within the Office of Advancement working with Alumni and Development professionals across campus as well as across campus with partners such as University Relations Co-operative and Experiential Education and Registrars Office. The Alumni Officer also works with alumni volunteers world-wide to foster and strengthen relationships with other alumni as well as with the institution.

Alumni Relations programs activities and events include; Reunion Homecoming geographic alumni events chapter and global ambassador run events volunteer engagement programs virtual events outreach programs athletics events and all other engagement activities created to deepen and broaden engagement between alumni and the University of Waterloo. Each alumni officer position focuses on one portfolio; Volunteer Engagement Outreach or Digital Services and Special Projects.

Key Accountabilities

Program Planning and Coordination

Research develop implement execute and evaluate programs events and activities

Leverage and enhance existing activities to engage local and international alumni communities and bridge the gap between all stakeholders

Work collaboratively to enhance relationships within the University of Waterloo community

Manage all aspects of day-to-day logistics for alumni programs activities and events

Execute the Universitys high-profile alumni events programs and activities creating a best-in-class experience for alumni; this includes the oversight of co-op students and engaging student and alumni volunteers to deliver a meaningful experience for all visitors

Source and manage services with internal service departments and external vendors required to support events programs and activities

Engage alumni as volunteers and participants in on-campus and regional activities and events

Ensure consistency accuracy and excellence in quality and content of messaging in all materials

Oversee systems and processes updating refining and streamlining as necessary

Provide support and execute the critical path goals

Contribute to strategic planning exercises

Support the preparation of and provide input into reports on events programs and activities including environmental scans statistical reports proposals and post-event reports

Collaboration and Integration

Collaborate with alumni and development professionals within Advancement to facilitate programs activities and events that include key alumni donors and friends and enhance current activities

Maintain a network with a variety of departments on campus to facilitate the effective and efficient coordination of events programs and activities

Support the campus-wide development and delivery of alumni activities through the use of event management tools

Provide functional direction to colleagues/staff supporting alumni programs and/or events

Develop and build strong relationships with university faculty and staff in support of successful programs events and activities

Act as ambassadors for the University with the public alumni volunteers donors and invited guests at University of Waterloo initiatives

Budgeting

Provide regular program budget updates to the Senior Alumni Officer and/or Senior Director

Provide administrative support oversight and reconciliation for programs events and activities including adhering to budget projections payment of invoices tracking of monthly results and reconciliation of actuals against plan under the guidance of the Senior Alumni Officer or Senior Director

Communications

Collaborate with colleagues in Advancement Communications to ensure that event and program promotion registration and outcomes are communicated effectively to internal and external audiences

Collaborate with Advancement Communications colleagues to create and produce appropriate marketing and communications to all alumni on all platforms (social web print video and email)

Inform the Senior Alumni Officer and/or Senior Director of any emerging issues that may impact the University

Stay informed on communication trends and platforms available to alumni locally and globally

Respond to inquiries from internal and external stakeholders including complaints working with Advancement Communications as needed

Stay informed of the services benefits and perks exclusively afforded to Waterloo alumni

Prepare and update alumni file notes as a result of contacts with alumni in order to maintain record accuracy

Participate in alumni team meetings and committees as appropriate

Measurement and evaluation

Measure engagement for all events programs and/or activities

Engage in regular program evaluation

Conduct quarterly measurements and evaluations as well as summary reports on the specific outcomes of alumni engagement activities programs and events

Update and manage data on alumni/donor database

Ongoing review of previous years data and trends to forecast the coming year

Required Qualifications

Education

University Bachelors degree or equivalent combination of education and experience

Experience

2 years experience in one or more of: event planning volunteer management program creation partnership building and community/alumni engagement

2 years administrative experience with ability to manage multiple priorities

Writing and/or editing experience an asset

Experience working within a campus environment and ideally with university alumni an asset

Knowledge/Skills/Abilities

Knowledge of alumni relations programs and relationship management

Ability to work collaboratively and communicate with internal departments and external stakeholders and suppliers

Ability to collaborate influence build consensus and motivate others often with different perspectives and backgrounds

Ability to maintain and work within allocated budget

Ability to adhere to privacy guidelines

Superior organizational skills and attention to detail

Confidence in public speaking with ability to address large audiences

Ability to network and confidently represent the University at alumni events

Familiarity with university student life and student services an asset

Understanding and use of social media

Strong relationship qualification cultivation and stewardship skills an asset

Demonstrated ability to manage concurrent projects with tight deadlines

Excellent written and verbal communication skills showing confidence communicating with individuals from different cultures

Effective problem solving and conflict management skills

Knowledge and use of alumni/donor database internal content management systems an asset

Ability to learn run and troubleshoot new software (including virtual event platforms) quickly and access software while off-site

Expertise in MS Office programs (Word Excel PowerPoint Outlook and SharePoint)

Ability to take initiative where minimal direction is provided

Equity Statement

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral Anishinaabeg and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research learning teaching and community building and is coordinated within the Office of Indigenous Relations.

The University values the diverse and intersectional identities of its students faculty and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity anti-racism and inclusion. As such we encourage applications from candidates who have been historically disadvantaged and marginalized including applicants who identify as First Nations Métis and/or Inuk (Inuit) Black racialized a person with a disability women and/or 2SLGBTQ.

Positions are open to qualified candidates who are legally entitled to work in Canada.

The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application interview or workplace accommodation requests please contact Human Resources or ext. 45935.