Department of Human Resources
OPSEU Job Description
Job Title:
Job Number:
NOC:
Band:
Department:
Supervisor Title:
Alumni Affairs Assistant
SO-311
1221
4
External Relations & Advancement
Director, Alumni Affairs
Last Reviewed:
December 16, 2014
Job Purpose
The primary purpose of this position is to advance the strategic plan for Alumni Affairs through
prompt and effective service to alumni, administrative support for the Director of Alumni
Affairs, and the day-to-day coordination of Alumni House. Works closely with colleagues in
Alumni Affairs and within the External Relations & Advancement portfolio to broaden and
deepen the university’s relationships with its alumni.
Key Activities
Administrative;
1. Provides administrative support for Trent University Alumni Association, Office of
Alumni Affairs and External Relations and Advancement Portfolio
2. Answers, screens and refers telephone calls and email inquiries, and opens mail.
3. Co-ordinates print material development with graphics designer and printer.
4. Helps co-ordinate mailings.
5. Ensures adequate materials are available for planned activities.
6. Provides support for special projects as required within External Relations &
Advancement.
7. Provides logistics support for meetings and retreats, including recording and drafting of
minutes, arranging meeting space, accommodations, university and other facilities as
required, as well as coordinating meals and special requirements.
8. Plans and organizes Alumni Affairs role in convocation, including coordinating staff and
other volunteers, development and distribution of new graduate welcome kits.
9. Acts as on-site resource person.
10. Maintains records of the department’s policies and procedures, ensuring updates as
required.
11. Responds to telephone enquiries from alumni pertaining to the use of the online
directory, assist with user issues as required.
12. Provides back-up support to Communications & Advertising Officer with on-line
directory duties
Job Number: SO-311
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Last updated: May 27, 2014
General Office Operations;
1. Keys in, edits, proofreads and finalizes correspondence, reports, statements, invoices,
forms, presentations and other documents.
2. Photocopies and collates documents for distribution, mailing and filing.
3. Performs bookkeeping tasks such as preparing invoices, deposits, purchase orders and
processing credit card transactions.
4. Liaises with other members of External Relations & Advancement when necessary.
5. Recruits and directs part time student employees to ensure a good understanding and
relationship with members by prompt fulfillment in key areas.
6. Coordinates payroll and schedules for part time student employees.
7. Performs other related duties as assigned which do not account for more than 5% of the
total duties.
Database Maintenance & Updates;
1. Oversees and conducts data entry of new or updated information accurately in Raisers
Edge system, including updates received through email, telephone and other sources.
2. Maintains database integrity to ensure continuing positive contact by reviewing records.
3. Ensures appropriate tracking of member engagement
4. Produces lists and reports from Raisers Edge as required
Communications, Special Projects and Events;
1. Supports team members in delivering client-centred communications through the use of
various tools or channels such as e-broadcasts and e-accounts, event invitations, etc.
2. Provides administrative support for the promotion of affinity products.
3. Provides administrative and event coordination support for annual special events such
as Homecoming, Convocation, Alumni Awards, Golf Tournament and others.
4. Provides administrative support for the Trent University Alumni Association Council.
5. Maintains and updates the webpage of the Alumni Association Council.
Alumni House and Alumni Office Management;
1. Coordinates the use of the multi-purpose Alumni House facility
2. Ensures that office areas, publicly book-able spaces, inside and outside area, and guest
suite accommodation are maintained in good order
3. Receives and maintains bookings for the Alumni Guest Suite
4. Recommends and coordinates changes and upgrades.
5. Ensures quality arrangements for university events
6. Develops and manages special event opportunities at Alumni House
7. Develops and maintains solid partnerships with campus partners and colleagues
8. Working with the competent authorities, ensures that all compliance issues are met
regarding health and safety, fire, health unit and university regulations.
Analytical Reasoning
Indicate degree of complexity or difficulty of thinking and reasoning required by the job. Provide a
relevant work example that is typical of roles and responsibilities of the job (i.e. not an occasional duty).
Job Number: SO-311
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Decision Making
Indicate the degree of freedom to exercise initiative or act independently in making day- to-day decisions.
Provide a relevant work example that is typical of roles and responsibilities of the job (i.e. not an
occasional duty).
Impact
Indicate the impact or consequence to the department or University of typical actions or decisions taken by
the job incumbent. Provide a relevant work example that is typical of roles and responsibilities of the job
(i.e. not an occasional duty).
Education
College Diploma (2 year) in a related discipline.
Experience Required
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Minimum of three years directly related office experience.
Experience in excelling in a “customer-service” environment would be an asset.
Experience with Word, Excel, Power Point, Internet and web-based software
(Contribute), databases (Benefactor) would be an asset, as would experience with
Photoshop or other graphic design programs.
Excellent interpersonal skills. Able to work in a team environment or independently.
Demonstrated ability to maintain confidentiality related to records and other sensitive
information.
Proven ability to produce work of quality with a high degree of accuracy.
Must be highly organized and able to take initiative.
Demonstrated ability to work within tight deadlines with a high degree of energy and
enthusiasm.
Available for occasional evening or weekend work.
Responsibility for the Work of Others
Direct Responsibility
N/A
Indirect Responsibility
-
Student Employees
Communication
Indicate the title(s) of individuals internal and external to the University that the incumbent communicates
with on a regular basis. Provide a brief description of the purpose for communicating with these
individuals.
Job Number: SO-311
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Internal
External
Motor/ Sensory Skills
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Proven ability to produce work of quality with a high degree of accuracy.
Effort
Indicate the physical and/or mental demands of the position in the ordinary course of performing the role.
Examples include but are not limited to: lifting, moving, carrying, pushing/pulling, reaching, kneeling,
remaining motionless, sustained concentration or focus. Provide a brief description of the tasks
performed that are physically and/or mentally demanding.
Mental
Physical
Working Conditions
Physical
Psychological:
- Demonstrated ability to work within tight deadlines with a high degree of energy and
enthusiasm.
- Available for occasional evening or weekend work.
Job Description Approved by Human Resources (as per Article 17.1):
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Incumbent
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Immediate Supervisor:
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Department Head/ Dean:
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Job Number: SO-311
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Signature:
Job Number: SO-311
Date:
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Last updated: May 27, 2014