The Alumni Engagement Officer is an active member of the development team who informs strategic and operational advancement activities. Development tasks include prospect identification and qualification, donor relations and stewardship, and related alumni development and fundraising responsibilities. They represent the Faculty in the Alumni Professionals Group (APG) and work collaboratively with Faculty and central alumni teams and development professionals. This role will engage our global network of volunteers to strengthen relationships and progress Faculty advancement objectives.
Responsibilities:
Program Development and Implementation
Create and implement an annual alumni engagement operational plan, including meaningful engagement activities to engage alumni as active donors and volunteers. Duties will primarily focus specifically on the identification, qualification and stewardship activities in the donor cycle, which maximize prospect/donor engagement, outreach activities and volunteerism, and student-alumni bridging
Enhance existing Alumni Relations activities, to engage local, national and international alumni communities
Manage and coordinate all aspects of the Faculty of Science alumni programs, activities and events, including the planning, coordination and conduct of convocation and student-alumni bridge activities
Activities may be in either in-person or virtual formats
Lead and execute alumni engagement events at the Faculty level
Execute the Faculty Alumni Awards program
Recruit and engage Science faculty and staff, student and alumni volunteers to deliver a meaningful experience for our alumni as volunteers and participants in virtual, on-campus and regional activities and events
Prepare and actively engage in social media messaging and communications with a focus on Science alumni by preparing content for communications and messaging platforms and mediums
Re-engage alumni who have been active donors and have lost contact and conduct some donor relations functions
Measurement and Evaluation
Develop milestones and measures for alumni engagement in events, programs and/or activities, with a focus on outcomes that grow the Science advancement pipeline
Prepare reports on events, programs and activities, environmental scans, statistical reports, proposals and post-event reports
Update and manage data on alumni/donor database paying close attention to alumni engagement metrics
Actively populate and support the donor pipeline and giving progression, including participation in prospect identification, evaluation and tailored development plans
Evaluate and qualify alumni in terms of development interests, and direct their interests to appropriate units in the university and other Faculties with a “donor-centred” focus
Collaboration and Integration
Provide guidance, insight, training to staff and faculty tasked with specific alumni/development and non-advancement staff, faculty and volunteers supporting alumni events and activities. This may include support to donor solicitation activities
Collaborate with alumni and development professionals across the University on pan-university alumni engagement programs, activities and events. This includes programs, events and activities in institutional and Faculty comprehensive/capital campaign frameworks
Maintain a network with a variety of departments on campus to facilitate the effective and efficient coordination of events, programs and activities
Develop and build strong relationships with faculty and staff across the university in support of Science programs, events and activities, including the conduct of departmental alumni and bridge events approved by the Director
Participate in all APG, Science Advancement team meetings, Faculty Alumni Officer meetings and, as appropriate, Campaign planning and execution activities
Budgeting
Inform the Science Advancement annual plan and budget by developing the alumni engagement operational plan and budget
Prepare and manage event and activity specific budgets. Direct suppliers and contractors supporting alumni engagement activities.
Communications
Create event, activity and program promotional materials, coordinating with partners with the Advancement Communications officer, Faculty Communications team, Creative Services, as appropriate, with central advancement and communications offices
Create and produce appropriate marketing and communications to alumni on all platforms (social, web, print, video and email), coordinating with and guided by the Science Advancement Communications Officer
Respond to inquiries from internal and external stakeholders, including complaints, working with the Faculty and/or central advancement and communication teams, as appropriate
Prepare and update alumni file notes as a result of contacts with alumni in order to maintain record accuracy
Prepare Alumni nominations for external recognitions (i.e. Order of Canada, top 40 under 40)
Prepare specific communications with an alumni focus for the Director and Dean of Science to progress development donor strategies
Prepare alumni donor stewardship reports and activity/event specific marketing, media and outreach material. Working through Faculty communications ensure distribution of external communications
Qualifications:
University Bachelor’s degree or equivalent combination of education and experience
3 – 5+ years’ experience in event planning/execution, alumni, project management or customer service delivery
3 – 5+ years’ experience in one or more of the following: volunteer management, program creation, partnership building, relationship management and community/alumni engagement
Team coaching experience with proven experience working effectively with volunteers and/or small teams
Experience designing and implementing high profile and complex events
Proven experience working in a complex, fast-pasted environment required
Expertise in managing conflicting deadlines and priorities in high pressure situations
Writing and/or editing experience an asset
Experience leveraging social media platforms an asset
Knowledge of alumni relations programs and/or relationship management in a large organization
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, priorities and backgrounds
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
Familiarity with university student life and student services an asset
Strong relationship qualification, cultivation and stewardship skills an asset
Demonstrated ability to manage concurrent projects with tight deadlines
Excellent written and verbal communication skills, with strong situational awareness, and an inclusive manner
Keen problem solving and conflict management skills
Knowledge and use of a CRM, alumni/donor database, internal content management systems an asset
Ability to learn and integrate new software or apps quickly and access software while off-site
Expertise in MS Office programs
Ability to take initiative where minimal direction is provided
This role requires some long or non-traditional hours
Most activities are local and office based however global travel, evening and weekend work is required
Vaccination Requirement Statement:
All employees and students of the University of Waterloo are required to provide proof of being fully vaccinated or have an approved accommodation, in order to come to campus. You can provide proof of vaccination or apply for an accommodation on our Campus Check-in website. For more information, please refer to the University of Waterloo website: Vaccination Requirement.
Equity Statement:
The University of Waterloo is committed to implementing the Calls to Action framed by the Truth and Reconciliation Commission. We acknowledge that we live and work on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. The University of Waterloo is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River.
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 Inuit/Inuk, Black, racialized, a person with a disability, women and/or 2SLGBTQ+.
All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.
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 at [email protected] or 519-888-4567, ext. 45935.
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