Alumni Relations and Events Coordinator

Job Description

Job title: Alumni Relations and Events Coordinator

Company: University of Saskatchewan

Job description: Alumni Relations and Events CoordinatorPrimary Purpose:
We are seeking a dynamic and passionate Alumni Relations and Events Coordinator to join our team. This role will help drive the alumni relations program, contributing to the growth of our donor pipeline while retaining existing donors. This position will be responsible for supporting a robust engineering alumni community and implementing an effective engagement strategy. This strategy aims to build relationships and foster a culture of philanthropy through the creation, execution and measurement of sustainable alumni relations programs and events.Nature of Work:
Located in the College of Engineering, the Alumni Relations and College Events Coordinator reports to the Director of Advancement. The coordinator is a member of both the college Advancement team and the Alumni Relations team in University Relations, working collaboratively with professionals in both units as well as other professionals across campus.It is critical that this position establishes and maintains positive relationships with a broad range of internal and external stakeholders. The incumbent works both independently and collaboratively with others within the college, the campus community, and off-campus community partners. This position has a high level of direct interaction with external partners in a fast-paced environment.The coordinator role is expected to work as part of a team in sharing pertinent information, however, they act independently in the performance of the tasks required and expected to always exercise sound judgment. The complexity and volume of work is project driven and ranges from simplistic to highly complex. At times, this can be stressful when multiple projects are ongoing. The position requires exceptional communication skills in various modalities (written, verbal, virtual). It is driven by constant deadlines, continuous change, and shifting priorities.The standard for the quality of work and timely completion of tasks is high. Consequences of an error are significant to the university and college reputation. The work requires an open mind, innovative thinking and creativity, good judgment, and the ability to manage stressful or sensitive situations. A strong commitment to creating exceptional alumni experience is essential. Considerable discretion is required, as this position is privy to, and works closely with, sensitive and highly confidential information.The position requires occasional travel and work in the evenings for alumni engagement and college events.Typical Duties or Accountabilities: Develop, deliver, manage, and evaluate the success of college alumni engagement programs and initiatives, and strategic event coordination to enhance and build affinity and support for the college’s priorities and goals.Event Coordination:

• Coordinate and manage college events such as CJ Mackenzie, Hard Hat Ceremony and Capstone Design Showcase, including but not limited to strategic alumni events, gift announcements and donor recognition, and media relation events that support the college’s priorities and strategic goals.
• Responsible for delivering medium to large scale (up to 1000 attendees) college-wide events.
• Creation and maintenance of invitation lists ensuring that the appropriate stakeholders are invited, development of invitations, rsvp’s, providing attendee numbers to venues.
• Negotiate venue contracts and booking of appropriate space, food and beverage requirements, and arrange for or oversee ordering supplies, signage, staffing needs, security controls, emergency preparedness, AV equipment and risk management protocols.
• Manage and oversee assigned college alumni engagement and event budgets, ensuring all expenditures adhere to College and University policies and procedures with specific accountability to ensure authorized expenditures are within the approved budgets limits.
• Ensure successful and timely promotion of events, in consultation with the Marketing and Communications Specialist, through appropriate advertisements, and communication to enhance the profile of both the events and the college.
• Collaborate with communication professionals in the college and or Central Administration to ensure speaking notes are provided for college leaders and other speakers at events.
• Performs post event evaluation to highlight and review results of programming efforts, overall impact, and identify areas of improvement for future events.

Alumni Relations:

• In consultation with the Director of Advancement, develop, implement, manage, and evaluate the success of college alumni engagement programs and initiatives.
• Steward meaningful and positive relationships with internal and external stakeholders, including current students, alumni, friends, community, college leaders, and other USask professionals to develop Usask engineering partnerships.
• Maintain relationships with existing donors, ensuring their continued engagement and support for the university, with the goal of moving donors through the Engineering pipeline.
• Work in collaboration with Marketing and Communications Specialist for all communications with alumni and future alumni using various platforms to maintain awareness and engagement.
• Engage and coordinate volunteers associated with college events, college chapters, class reunions, etc. and ensure appropriate recognition.
• Ensure programs and activities adhere to college and university policies and procedures and are compliant with appropriate legislation, including ensuring data and feedback collected through programs and events are appropriately recorded in USask Engage (customer relationship management system) in a timely and accurate manner.
• Oversee management of the college’s alumni and donor engagement programs including but not limited to alumni networks (branches, chapters, clubs and ambassadors), special and strategic event coordination (Dean’s events, national alumni events, national and international reunions and special events and anniversaries).
• Develop mechanisms to evaluate college engagement programs and gather feedback for ongoing improvements to processes and programs.
• Showcase alumni achievement and celebration collectively with Marketing and Communications Specialist through effective communication channels (i.e. social media).
• Networking at community events and through other channels, with a focus on individuals, corporations, and foundations interested in supporting Engineering.
• Engage alumni in conversations about how their support can enable a meaningful impact on our programs and initiatives (i.e. Speaking opportunities).

Education: A relevant undergraduate degree is required. A combination of education and significant relevant work experience may be considered.Experience: Experience in planning, coordinating, managing special events and experience in developing, implementing, managing, and evaluating programs which initiate and build collaborative, mutually beneficial relationships and partnerships is required.Experience collaborating with a variety of stakeholder groups and demographics would be beneficial. A background in a post-secondary environment or other large, complex organizations would be an asset. Additionally, proficiency with social media and software such as Canva, Mailchimp, MS Office 365/Planner and Eventbrite would also be advantageous.Skills:

• Ability to effectively organize and implement events and programs involving multiple stakeholders;
• Demonstrated ability to adjust, adapt, and be versatile to changing priorities;
• Ability to set priorities and manage competing interests and time demands in a dynamic and fast-paced environment;
• Ability to anticipate project needs, problem solve, discern work priorities, pay keen attention to detail and meet deadlines;
• Proven ability to work both independently and collaboratively within a team;
• Highly effective interpersonal skills, including diplomacy and tact with enthusiastic professionalism in dealing with people, creativity, self-motivation, and reliability;
• Proven ability to build and maintain relationships with internal and external community members;
• Self-awareness and capacity to communicate and build relationships within a diverse post-secondary setting;
• Demonstrated ability to foster a community of accessibility, equity, and inclusion;
• Strong critical and analytical abilities, project management, and creative problem-solving skills;
• Highly effective interpersonal communication with a wide range of stakeholders in a variety of means including, but not limited to, verbal and written communication;
• Ability to maintain confidentiality at all times;

Department: College of Engineering
Status: Permanent
Employment Group: ASPA
Full Time Equivalent (FTE): 1.0
Salary: The salary range, based on 1.0 FTE, is $67,681.00 – 105,753.00 per annum. The starting salary will be commensurate with education and experience.
Salary Family (if applicable): Specialist Professional
Salary Phase/Band: Phase 2
Posted Date: 11/20/2024
Closing Date: 12/4/2024 at 6:00 pm CST
Number of Openings: 1
Work Location: On Campus
The University is committed to employment equity, diversity, and inclusion, and are proud to support career opportunities for Indigenous peoples to reflect the community we serve. We are dedicated to recruiting individuals who will enrich our work and learning environments. All qualified candidates are encouraged to apply; however, in accordance with Canadian immigration requirements, Canadian citizens and permanent residents will be given priority. We are committed to providing accommodations to those with a disability or medical necessity. If you require an accommodation to participate in the recruitment process, please notify us and we will work together on the accommodation request. We continue to grow our partnerships with Indigenous communities across the province, nationally, and internationally and value the unique perspective that Indigenous employees provide to strengthen these relationships. Verification of Indigenous Membership/Citizenship at the University of Saskatchewan is led and determined by the and Standing Committee in accordance with the processes developed to enact the policy. Successful candidates that assert Indigenous membership/citizenship will be asked to complete the verification process of Indigenous membership/citizenship with documentation. The University of Saskatchewan’s main campus is situated on Treaty 6 Territory and the Homeland of the Métis. We pay our respects to the First Nations and Métis ancestors of this place and reaffirm our relationship with one another. Together, we are uplifting Indigenization to a place of prominence at the University of Saskatchewan.

Location: Saskatoon, SK

Job date: Fri, 22 Nov 2024 01:12:40 GMT