Alumni Partnerships Coordinator

Competition 2442

This position is a part of the Non-Academic Staff Association (NASA).

This position offers a comprehensive benefits package.

Location - This role is hybrid with a mix of remote and in-person work at Enterprise Square (with events primarily at North Campus)

Working at the University of Alberta

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all FirstPeoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.

Your work will have a meaningful influence on a fascinating cross-section of people — from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more.

Working for the Office of Alumni Relations

The Office of Alumni Relations designs and delivers impactful programs that engage over 340,000 alumni around the world and foster lifelong connections with the University of Alberta. Through community building activities, alumni are encouraged to become informed, involved, and give back through volunteerism, mentorship and giving. Bring your passion for relationship building and working alongside engaged volunteers in a collaborative and dynamic team environment. The work of the Office of Alumni Relations is currently guided by the 2024-2027 Alumni Engagement Strategic Plan.

The Office of Alumni Relations oversees and manages over 2,000 volunteers giving back to the university with their time and expertise. Its volunteer programs, including Alumni Council, the Indigenous Alumni Advisory Circle, and Campus Chapters cultivate leaders and ambassadors within their communities to engage with the University of Alberta and the broader alumni community.

For more information about the Office of Alumni Relations, please visit our website at: https://www.ualberta.ca/en/alumni/index.html.

Position Summary

The Alumni Partnerships Coordinator works alongside the Alumni Council Lead in a front-facing role to cultivate positive volunteer experiences for a 40-member Alumni Council, the Indigenous Alumni Advisory Circle, and Campus Chapters – all made up of community leaders who share their time and talents with the university.

The main responsibilities of this role involve:

1. Meeting and event coordination and planning (for online, in-person and/or hybrid events)
2. Volunteer management, relationship building and community engagement
3. Communication, administrative and event support activities that support a large team
4. Delivering successful and high-quality engagement events and programs that support the U of A’s alumni community

The Alumni Partnerships Coordinator works in a collaborative team environment and formally reports to the Alumni Council Lead (who reports directly to the Executive Director, Alumni Relations) with a dotted line reporting to a member of the Faculty Engagement team and to the Program Lead, Indigenous Community & Partner Engagement.

Please note that this role involves overtime and frequent meetings, events, and volunteer engagements that may take place early mornings, evenings, and/on weekends.

The position requires an individual who is proactive with initiatives and projects. The Coordinator will be asked to be adaptive to changing priorities and workloads, pay close attention to detail and have exceptional interpersonal, organizational, communication and volunteer management skills as the role involves working closely with diverse groups of volunteers and staff across the Office of Alumni Relations.

Duties 

• Supporting the Alumni Council Lead with designing in-person, online and hybrid meetings. This is a public facing role, through co-hosting meetings and events with the Alumni Council Lead, with a focus on providing a positive volunteer and guest experience.
• Leading logistics for Campus Chapter and Faculty-specific engagement events. This can include booking speakers, venues, and suppliers; managing registration, guest lists, and name tags; planning promotion; overseeing event setup; co-hosting positive guest experiences; and handling follow-up with payments, speakers, and participants.
• Assisting the Program Lead, Indigenous Community & Partner Engagement with meeting details, agenda development, and meeting facilitation of the Indigenous Alumni Advisory Circle.
• Creating newsletters and promotional copy to engage various volunteer communities using Campaign Monitor.
• Maintaining Alumni Council and Campus Chapter program resources (e.g., volunteer handbooks) and collaborating with Program Leads to revise policies and procedure guidelines and assisting with volunteer onboarding and offboarding.
• In a team environment, supporting, planning and hosting a variety of large-scale alumni events across the Office of Alumni Relations portfolio, and within the Faculty Engagement and Indigenous Community & Partner Engagement portfolios.

Minimum Qualifications

• Minimum completion of post-secondary education.
• Two to three years' experience working in the non-profit sector, student engagement, alumni relations, fundraising, community relations, communications, or special events/programming.
• Strong preference will be given to applicants who self-identify as First Nations, Métis, or Inuit, as this position will work to support the Indigenous Alumni Advisory Circle and Indigenous alumni programming.
• Well-developed communication skills (written and oral) and proven diplomacy when dealing with volunteers.
• Proven ability to work effectively with volunteers and clear demonstration of volunteer engagement skills and relationship building.
• Computer proficiency in a Windows environment using MS Office applications, Google applications, and experience using Zoom for meetings and/or webinars.
• High attention to detail, excellent customer service, ability to meet deadlines and skillfully manage multiple and shifting priorities.
• High degree of self-motivation and initiative -- ability to implement projects, meetings, events, and activities in a proactive and conscientious fashion.
• Strong interpersonal skills, with proven ability to coordinate team efforts across all levels.

Preferred Qualifications 

• Demonstrated understanding of the cultural knowledge and perspective required to connect with Indigenous communities, schools and students, plus knowledge of Treaty 6, 7, and 8 communities.
• Experience using member databases or CRM systems, such as Advance, would be considered an asset.
• Ability to work well under pressure, handling large volumes of work at times throughout the year and the ability to meet deadlines without compromising the quality and accuracy of work.
• Experience working at a large post-secondary institution or non-profit organization. Experience within the University of Alberta faculty environment would be considered an asset.
• Experience working collaboratively with a range of groups and communities while delivering outcomes.
• Proven ability to interact effectively with varied audiences and act diplomatically.
• Ability to work independently as well as part of an integrated team.