Department of Human Resources
OPSEU Job Description
Job Title:
Job Number:
NOC:
Band:
Department:
Supervisor Title:
Coordinator, Alumni Communications & Digital Initiatives
A-266
1221
7
Alumni Affairs
Director, Alumni Affairs
Last Reviewed:
May 27, 2014
Job Purpose
The Department of Alumni Affairs is pursuing goals within the context of the University’s
Strategic Plans. These goals include: revenue generation; building Trent’s profile and
reputation; engaging key stakeholders; and increasing organizational capacity through
technological advances. The Alumni Officer, Communications and Advertising, will play a pivotal
role within the Alumni Affairs team to meet these goals.
In tune with the alumni constituency, the incumbent strengthens relationships between alumni
and the university, the Alumni Association and alumni themselves, ensuring timely
communication of carefully-crafted, targeted messaging.
Reporting to the Director, Alumni Affairs, the incumbent will help to develop and manage a
program for digital communications focused on our 42,000+ alumni in over 140 countries,
faculty and staff retirees and other special friends of the University. Working closely with the
Marketing & Communications Office to ensure positioning and brand alignment and using a
strategic marketing and communications approach, the incumbent will assist the department to
inform and involve alumni, at all stages of life, in the life and work of the University.
Projects include oversight of the implementation of new online alumni community tools;
researching and implementing new digital magazine technology; assembling stimulating and
informative content for the monthly alumni email newsletter; providing communications
support for TRENT magazine; drafting content for website; researching and fact-checking both
current and archival resources; updating, monitoring and analyzing social media sites; and
achieving financial goals.
Key Activities
Analysis/Research:
1. Understand the emerging trends of alumni attitudes, perceptions and behaviours,
including demographic trends.
2. Regularly monitor alumni social media sites and web statistics and recommended
solutions to strengthen these communication tools.
3. Monitor and report on electronic broadcast statistics.
Job Number: A-266
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Last updated: April 2014
4. Work in collaboration with Marketing & Communications, seek out and implement a
new digital solution for TRENT magazine and other regular e-communications to alumni.
5. Assist with the implementation of a new online community solution (already in
progress).
6. Monitor media for alumni coverage and feed newsworthy stories to Marketing &
Communications department for wider distribution, ensuring relevant information is
captured in database.
Marketing:
1. Support the Alumni Engagement & Services Coordinator to develop and implement
innovative marketing & awareness plans that address trends and assist in meeting
relationship-building goals.
2. Contribute to marketing and communications strategy planning for Alumni Affairs
programs and events.
3. Ensure programs, services, events and other engagement opportunities are promoted
effectively through alumni website, social media, and other means.
4. Assist with the development of promotional materials including: new grad brochure,
signs and banners, posters and other special publications as required.
5. Liaise with suppliers (designers, printers, sign companies) to produce high quality
materials and ensure deadlines are met.
Communications:
1. Provide content for Trent’s alumni platforms (Facebook, Twitter, and LinkedIn).
2. Collaborate with Alumni Affairs and Marketing & Communications staff to ensure that
online content is relevant, timely, and consistent with Trent’s positioning, brand
guidelines, visual identity and web publishing standards.
3. Research, write, and edit content for Alumni Affairs communications, including alumni
profiles, TRENT magazine, alumni email newsletter, and other material as necessary.
4. Maintain fresh, relevant content on the Trent alumni web site by identifying new
content, writing stories, and posting to the site.
5. Respond to comments and queries through online communications as appropriate.
6. Ensure the alumni office is following new federal opt-in requirements for electronic
communication and meets all AODA requirements
Advertising:
1. Develop and maintain advertising kit for TRENT magazine print and online versions.
2. Seek out new advertisers for TRENT magazine in order to achieve revenue objectives.
3. Support the Alumni Engagement & Services Coordinator in the development and
implementation of affinity program marketing strategies to achieve growing revenue
objectives.
4. Support the Alumni Engagement & Services Coordinator in executing strategies to grow
merchandise sales and sponsorships
Administrative Support:
1. Maintain communications with the Communications Committee of the Alumni Council.
2. Enter actions and contact information in Raisers Edge as appropriate.
3. Other duties as assigned.
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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).
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
General University Degree (3 year) in Business Administration, Communications or Marketing
preferred.
Experience Required
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Minimum of 3 years of related experience, with particular emphasis on alumni relations,
online communications and advertising.
Self-motivated team player with demonstrated skills and success in new media.
Proven project management skills.
Exceptional writing, editing, spelling, and grammar skills.
Excellent research skills in order to collect, analyze and summarize information.
Strong interpersonal skills and the ability to communicate effectively with a wide variety
of people (for purposes of interviewing, ad sales, sponsorship requests and building
relationships).
Demonstrated ability to interact comfortably, tactfully and effectively with alumni,
varied internal and external constituencies, and a wide range of stakeholders.
Ability to prioritize conflicting demands to ensure deadlines are met, and work
effectively under pressure.
Experience with databases, such as Raisers Edge, alumni online directory, and website
design, as well as a demonstrated proficiency with MS Office
Experienced in handling sensitive and confidential situations.
This position requires flexibility to work occasional evenings and weekends
Responsibility for the Work of Others
Indicate whether the incumbent is directly or indirectly responsible for the work of others. Provide the title
of the position(s) as well as an example of how the incumbent is responsible for the work of others on a
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daily basis. Specifically, indicate whether the position has responsibility for hiring and supervision of
student workers.
Direct Responsibility
N/A
Indirect Responsibility
N/A
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.
Internal
External
Motor/ Sensory Skills
Indicate the level of proficiency or precision in motor or sensory skills required by the job. Examples
include but are not limited to: small/large movement to operate machinery; coordinated movement;
equilibrium to maintain balance; dexterity to grasp, move, assemble objects or operate equipment;
hearing, sight, touch, smell, taste. Provide a brief description of tasks performed that require
motor/sensory skills.
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
Indicate any physical and psychological conditions of the position that make the job unpleasant,
disagreeable and/or hazardous to health and well-being. Describe the nature, frequency and duration of
exposure.
Physical
Psychological
Job Number: A-266
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Job Description Approved by Human Resources (as per Article 17.1):
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Signatures - indicating that the job description has been read and understood:
Incumbent
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Immediate Supervisor:
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Department Head/ Dean:
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Job Number: A-266
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Last updated: April 2014