IVEY BUSINESS SCHOOL
POSITION DESCRIPTION
POSITION TITLE:
Communications Specialist, Alumni Relations
DEPARTMENT:
Advancement
REPORTS TO:
Director, Alumni Relations
DATE:
January 2015
PRIMARY OBJECTIVE OF POSITION:
To develop and implement an annual communication strategy for Advancement that furthers
relationships with alumni and donors in advancing the Ivey Business School mission. To manage
and/or coordinate the development of communications materials for a variety of Alumni Relations
programs to sustain and deepen the interest, engagement and commitment of the School’s alumni
and donors.
KEY RESULT AREAS: (functions that make the most positive impact on the success of the Ivey
Business School)
1.
Print Communications: Research, write, review, design and/or manage production of
materials supporting Alumni Relations such as alumni fact sheets, 17 customized alumni
chapter fact sheets, Global Ivey Day, Homecoming, Class Liaison and Alumni in
Residence collateral. Evaluate the need for additional information, benchmarking with
top-tier organizations, to best represent and inform alumni and donors of the School’s
key strategies.
2.
Electronic Communications: Write and manage the distribution of Dean’s
communications to alumni and the Ivey community (relating specifically to Advancement
activities), manage several of Advancement’s affiliated email-boxes. Designer and
trainer and where appropriate act as the liaison with IT in the development of electronic
materials including fundraising appeals, HTML emails, etc. Coordinate logistics and
timing of all mass communications to alumni from different stakeholders across the Ivey
community. Act as in-house CASL expert by providing comprehensive, up-to-date
information about Canada’s Anti-Spam Legislation.
3.
Intouch and @Intouch: Manage the comprehensive production (including budget
reconciliation) and distribution of Intouch magazine twice annually. Provide full support
to Editorial Board and Editor-in-Chief by coordinating meetings, distributing minutes,
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4.
managing Editorial Policy, tracking and reporting metrics, and orientation for incoming
Board members. Editor and coordinator of @Intouch (Ivey’s monthly electronic
newsletter to alumni). Coordinate, design, and distribute 12 issues of @Intouch with
segmentation and data analysis to increase overall readership.
Web & Social Media Strategy/Communications: Develop and implement strategies
to maximize the impact of the alumni website in coordination with Ivey’s Web
Communications Specialist. Develop and implement social media strategies for Alumni
Relations and Ivey Alumni Association in coordination and support of the School’s
overall social media strategy. Conduct quarterly review for tracking success and
recommending changes for implementation.
MAIN ACTIVITIES:
Activities with Primary Decision-Making Authority:
1. Design, develop and produce sophisticated print and electronic communications supporting
alumni and development programs within exceptionally tight deadline environments.
2. Manage the quality and timing of all communications to alumni from all constituencies within
Ivey.
3. Manage Advancement web pages and act as Editor of @Intouch electronic newsletter.
4. Intouch magazine – Production Coordinator.
1. Serve as Project Manager establishing and driving all magazine deadlines
2. Coordinate distribution
3. Manage Intouch website
4. Coordinate all photography, gather ‘found’ photos from subjects, etc.
5. Class Notes contact and section editor, including responsibility for subsequent
updates to alumni database, Millennium
6. Coordinate governance and editorial staff meetings and record minutes
7. Coordinate all correspondence to subjects, from initial contact to follow up thank you
letters with extra copies of the magazine
8. Proofread all copy and layouts at every stage to ensure accuracy, with special
attention to alumni degrees and years
Activities Requiring Consultation and/or Co-operation:
1. Intouch - work closely with the Editor-In-Chief and Editor on proposed topics and themes for
Editorial Board selection as well as when determining subjects; and work with Editor-inChief on making initial contacts with subjects.
2. Writing and production of communications material for mass alumni distribution as well
as to key stakeholder groups such as the Ivey Community.
3. Participate in and attend department and committee meetings that enhance and contribute
to the alumni communications program.
4. Continually innovate. Seek ways to improve the quality of materials and procedures
(compliant with CASL) relating to alumni communications strategies.
JOB COMPLEXITIES AND SKILLS AND KNOWLEDGE REQUIRED:
This position requires an incumbent possessing a university degree preferable in English,
Communications or Journalism, and an understanding of corporate structures and knowledge of
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the Canadian business environment. The incumbent must have a minimum of three years of work
experience in a communications role, preferably in an academic and/or fundraising environment.
The incumbent must also possess:
 Excellent organizational, planning and time management skills, attention to detail and an
ability to manage multiple priorities effectively. Demonstrated complex project management
skills.
 Extremely effective interpersonal skills with a professional presence and manner; capable of
exercising independent judgment and flexibility.
 Superior interviewing, listening and aural communication skills as well as excellent oral and
written communication skills. An ability to write effectively and persuasively and to converse
easily with alumni and faculty.
 Competent advanced function computer skills using Microsoft Office Suite Components,
plus an aptitude to quickly adapt to new technologies; demonstrated ability to enhance the
professional presentation of materials produced.
 Ability to organize and manage a diverse range of assignments and projects with high
efficiency, yet thorough attention to detail and follow through
 Knowledge of the administrative procedures of Western University and the Ivey Business
School would be beneficial.
 Ability to work in teams or independently with minimal administrative support.
 Ability to take initiative and work co-operatively with academic and administrative staff as
well as other Ivey community members.
 The ability to manage unexpected communications needs effectively and successfully.
RESPONSIBILITIES OF POSITION:
Responsibility
% Time Spent
1. Intouch
50
2. Electronic Communications
25
3. Web & Social Media Strategy/Communications
20
4. Print Communications
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Location: Ivey Business School, Western University, London, Ontario
This is a 2 year renewable contract position with full benefits.
Qualified candidates should forward their applications in confidence to: hrresumes@ivey.ca. Please
reference ADV 157 in the subject line. Applications should be received on or before February 2,
2015. Candidates will be considered as applications are received and the posting will remain open
until a candidate is identified.
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