Department of Human Resources
Exempt Job Description
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Director, Alumni Affairs
X-065
8
0124
Alumni Affairs
Vice President, External Relations & Advancement
Last Reviewed:
October 8, 2010
Job Purpose
The Director of Alumni Affairs is responsible for promoting and enhancing lifelong relationships
between Trent University and its more than 37,000 alumni. Through strategic communications
and innovative chapter and regional programming, the Director builds ties with the university
and assists Trent in achieving its mission, including advocacy, fundraising and community
relations in support of university priorities.
Reporting to the Vice-President, External Relations and Advancement (ER&A), the Director
serves as a senior adviser to university leadership on alumni matters and is a key member of the
ER&A portfolio’s senior team. In close collaboration with Trent University Alumni Association
(TUAA) leaders and volunteers, the Director develops, implements and evaluates a multi-year
strategic plan to engage alumni in the life of the university.
The Director oversees Alumni House and leads a team of three full-time staff as well as student
interns and employees. He or she leverages affinity and core budgets in order to provide
opportunities for information, participation, education, special events, philanthropy, and
specialized benefits to alumni. Through regular travel and visits to alumni, volunteers and
donors, the Director also maintains primary contact with a number of key relationships on
behalf of the university.
Key Activities
1. Strategic Planning: In collaboration with the TUAA and the ER&A portfolio senior
team, develops, implements and evaluates an annual/multi-year alumni relations
strategy as part of the University’s integrated planning process, including budget and
resource management and key performance indicators.
2. T.U. Alumni Association (TUAA): Engages with, supports and counsels the work of the
Alumni Council and its committees through meetings, retreats, and strategy sessions.
Assists the Council in identifying and recruiting excellent volunteers to maintain the
Job Number: X-065
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vitality of the organization. Advocates on behalf of the association and its mission to
alumni, Trent and other audiences at every opportunity.
Alumni Chapter Relations and Regional Programming: In order to foster support and
engagement for Trent, cultivates alumni where they live through a program of chapter
and regional outreach – building enduring relationships with key alumni through:
program content development, implementation and evaluation; event planning;
personal contact; and strong volunteer management practices.
Alumni Major Gifts and Stewardship Officer: In collaboration with the advancement
team, strengthens Trent fundraising through upper-level personal alumni solicitations
and high-touch strategic relationship management with key supporters. Responsible
for developing and implementing strategies and plans for a rolling portfolio of
individual prospects: participates in prospect clearance and qualification with the
advancement team; proactively secures meetings with prospects to discuss their links,
interests and opportunities to give; acts as a lead or co-solicitor with volunteers or staff
as assigned or required; and ensures appropriate recognition and ongoing stewardship
as appropriate.
Strategic Communications: Trent Magazine: As Executive Publisher of the Trent
Magazine, oversees the Alumni House & Services Coordinator in the production of 3
magazines annually. Ensures consultation with editor, editorial board, communications
committee and the Marketing and Communications Dept. to present a balanced
magazine. As required, makes final editorial, design and content decisions. E-Media
and Social Media: Designs, implements and evaluates an annual strategic plan to
leverage social media and e-communication channels (including broadcast email) to
engage alumni in the life of the TUAA and the university.
Campus Relations: In collaboration with TUAA, builds awareness, support and
cooperation with administration, staff, faculty, board, students; promotes and
enhances alumni campus outreach programs including support for student
recruitment, student enrichment and recognition, college and department relations,
staff and faculty relations.
Alumni Database & Membership Services: Affinity Programs: In order to provide
benefits and privileges to 25,000 contactable alumni, oversees the Alumni House &
Services Coordinator in managing a program of group benefits products (home, auto
and life insurance, extended health, critical illness, mortgage), internet access, RESP’s,
auto leasing, affinity credit card, merchandise. Negotiates contracts and royalties,
manages supplier relations and income generation yields. Alumni Database - In order
to ensure TUAA goals and priorities are being served, provides strategic guidance to
Manager of Administrative and Information Services related to alumni constituents,
database protocols and standards, privacy and confidentiality. Provides leadership on
collaborative research and data management activities.
Signature Events: Oversees the Alumni House and Services Coordinator in managing or
collaborating on an annual calendar of quality “signature events”, including:
 Homecoming/Head of the Trent – Collaborates with Manager of Convocation
and University Functions
 Alumni Awards
 Alumni Golf Tournament
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9. 50th Anniversary: Provides leadership to university and alumni planning and initiatives
in relation to university’s anniversary in 2014 and milestone events leading up to it.
Analytical Reasoning
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High level of analytical reasoning is required as a member of the External Relations &
Advancement senior team, on behalf of the Vice President, and in providing support to
the Alumni Association
Complex analytical reasoning is applied to: strategic planning and management,
including key performance indicators (KPIs); budget and human resource allocations and
management; risk and issues management; philanthropic negotiation and management;
and general administration.
Examples:
 Developing and reviewing the Alumni Association strategic plan
 Developing and analysing budgets
 Event planning, selection of award recipients, etc.
 Development of magazine themes and content
 Recruitment, orientation, management and evaluation of personnel and volunteers
 Cultivation and negotiation of donor interests and philanthropy
 Affinity partnership contract negotiation
 Policy development
Decision Making
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Complex decision-making on a daily-basis in all the areas identified under analytical
reasoning.
Negotiation and decision-making with volunteers, donors, stakeholders, affinity partners
and suppliers
Experience, discretion, tact, and judgment are required.
Examples:
 Lead in assigned areas of responsibility
 Editorial functions for magazine
 Event execution
 Strategic decision-making on budget allocations and human resources
 Defining job descriptions and contract needs; selection and evaluation of staff,
consultants and suppliers
 Defining policies and procedures within area of responsibility
 Ensure privacy management and confidentiality
Impact
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Actions or decisions taken by the Director impact upon the accomplishment of Alumni
Affairs objectives
Impact upon reputation of university with senior volunteers and community members
Examples:
 Reputation & fundraising: engagement with alumni, donors and volunteers
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Education Required
Honours University Degree (4 year).
Experience Required
1. Minimum 8 years’ experience in community relations, association or membership
management, volunteer management, fundraising, marketing or communications,
preferably at the director level with a large public sector organization, corporation, or
agency.
2. Excellent interpersonal and verbal communication skills. Demonstrated ability to
interact, collaborate and negotiate comfortably, tactfully, professionally and effectively
with a wide range of internal and external constituencies and stakeholders, including
alumni, volunteers, donors, faculty and staff, and community members.
3. Experienced in constituency relations and volunteer management. Demonstrated
ability to lead and motivate alumni, volunteers and donors. Understanding of complex
stakeholder groups and diverse audiences.
4. Excellent written communication skills.
5. Experienced in proof-reading, editing and in managing publication projects
6. Strategic event design and management experience
7. Demonstrated ability to develop strategic and tactical plans, establish goals and
accomplish them as part of an organizational plan.
8. Excellent organizational, planning and time management skills, with demonstrated
ability to manage multiple tasks and flexibility in meeting shifting demands and
priorities.
9. An entrepreneurial spirit and ability to think creatively to solve problems.
10. Demonstrated ability to work independently and as part of a team.
11. Judgement, initiative, tact, diplomacy and discretion; experienced in managing
confidential information
12. Excellent customer service approach
13. Proficiency with MS Office (Word, Excel), internet research, databases.
14. Flexibility to work occasional evenings and weekends.
15. Must be willing and able to travel locally, regionally, and occasionally nationally.
16. Must have a valid class ‘G’ driver’s licence to meet the travel requirements of the job.
17. Criminal Records Check (dated within the last 6 months) will be required as a condition
of employment.
Responsibility for the Work of Others
Direct Responsibility for the Work of Others:
 Chapter Relations & Alumni House Coordinator
 Alumni Affairs Assistant
 Alumni House Student Intern
 Student Writer
Indirect Responsibility for the Work of Others:
 Manager of Information and Administration Services
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Last updated: January 31, 2011
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Editor of Trent magazine
Managing Editor of Trent magazine
Executive of TUAA
Communication
Internal:
 Office of President- re: President’s itinerary, alumni perspective, development issues,
represent University
 Purchasing- process and clarify purchase orders/ payments
 Print shop- requests for printing
 TIP advisory- member of committee
 Director Athletics- planning alumni and joint activities
 Director Marketing and Communications- planning Trent Magazine, alumni
perspectives, alumni data
 Student President, joint initiatives, information exchange
 Other student leaders: TBSA, College cabinets, etc.
 Planning giving officer- joint initiatives, data
 Faculty and staff- recruit for alumni relations opportunities
External:
 Association President- manage association business, book appointments, discuss
progress, plan initiatives
 Association executive- as above
 Trent Magazine editor- plan editorial meetings, review content, schedule production
 Alumni donors- cultivate, inform, interest, involve by phone, email, in person
 Suppliers- affinity plans, magazine printer, mail house
 Board of Governors and former Board members- committee work, special requests,
ongoing outreach
 TUARP and retired colleagues
Motor/ Sensory Skills
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Dexterity - Data inquiry, web inquiry, e-mail
Coordination - Special events logistics and interaction
Driving - Frequent and lengthy road trips to visit alumni throughout Ontario and beyond
Hearing - Listening to alumni with care and precision
Touch - Interpersonal alumni relations- introductions & appropriate engagement
Seeing - Personal contact with alumni- body language
Effort
Mental:
 Concentration - Proof reading and editing of alumni publication, other reports, letters,
memos, communications
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Memory/ recollection - Remembering names, occupations, spouses, children, interests
of alumni in order to provide an enriched personal contact
Physical:
 Events - Prolonged standing, interaction, logistics and coordination at alumni special
events (see summary of events and travel below).
 Driving - Due to meeting times, travel may be required at exceptionally early or late
hours of day, frequently during rush hour traffic. Travel is often stressful due to
weather implications such as snow, rain or wind. The hours spent in the car range from
2-5 hours depending on the location and the conditions. It is highly encouraged that
this position be on the road as much as possible. Typically, longer drives occur several
times per month. These trips often extend outside the normal work day hours (see
summary of events and travel below).
Working Conditions
Physical:
 Frequent travel (often outside the hours of a normal work week), primarily by car,
demands flexibility and impacts upon personal scheduling (see summary of events and
travel below)
 Events require prolonged standing, interaction, logistics and coordination at alumni
special events (see summary of events and travel below)
Events Held Outside Office Hours (2010 figures)
 Evenings during the week-57
 Weekends-16
Travel (2010 figures)
More than 15,000 km traveled by car annually, in addition to air travel, for the following trips:
 Toronto/GTA-19
 Oshawa-6
 Ottawa-4
 Montreal-4
 Cobourg-1
 Belleville-2
 Kingston-2
 Brighton-1
 Picton-2
 Halifax-1
 Victoria, Vancouver-1
 Kitchener-Waterloo-1
 Burlington-1
 London, ON -1
Psychological:
 Changing deadlines/ time pressures
 Multiple competing demands complicated by frequent travel
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Last updated: January 31, 2011
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Alumni criticism of Association or university issues/ events
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Incumbent
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Job Number: X-065
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Last updated: January 31, 2011