Department of Human Resources
OPSEU Job Description
Job Title:
Job Number:
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Alumni Engagement & Services Coordinator
A-262
1221
8
Alumni Affairs
Director, Alumni Affairs
Last Reviewed:
May 27, 2014
Job Purpose
Reporting to the Director of Alumni Affairs, the Alumni Engagement & Services Coordinator
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. In
particular, this position provides leadership to the alumni services program, key alumni affinity
initiatives, volunteer leadership and alumni events and recognition.
Key Activities
1. Alumni Services Program:
- Current and projected programs include credit card, group life insurance, group health
and dental plans, home and auto insurance, wealth management, member perks retail
discount, alumni cards, bookstore and athletics discounts, email for life, library
privileges.
- Provide strategic direction to alumni services & benefits program, including: affinity
partner contact management; program content development, implementation and
evaluation.
- In collaboration with alumni volunteer’s leaders, identify, evaluate and implement new
services & benefit opportunities
- Develop and implement annual alumni services marketing plan that includes strategies
to expand membership’s use of the services in order to achieve revenue goals. .
- Manage Alumni Merchandising – Purchase or arrange for consignment, advertising and
sales to provide Trent items to Alumni worldwide as well as special items available for
anniversary events.
2. Trent Magazine Production:
- Ensure delivery of Alumni Office content including Sunshine Sketches, Alumni Pursuits &
Accomplishments, In Memoriam, and masthead.
- Supervise photo content with support from Marketing & Communications and the
Managing Editor.
Job Number: A-262
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Last updated: January 2014
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Oversee a part time student employee who assists with magazine content preparation.
3. Events, Recognition and Functions Management:
- Develop an annual events calendar that will meet defined Alumni Affairs priorities and
objectives
- Plan and coordinate events, activities and functions as outlined in the events calendar
including signature events: Homecoming, Golf Tournament (minor role), Alumni House
Student Art Show, and Alumni Awards Ceremony.
- Communicate and collaborate with internal and external committees and groups to
define event goals, objectives and specific implementation plans.
- Provide leadership, direction and support to staff and volunteer team while maintaining
motivation and enthusiasm to achieve event objectives.
- Maintain a detailed work schedule for each event and co-ordinate with other internal
functions and external suppliers.
- Monitor and report team progress through regular meetings and reviews to ensure that
deadlines and objectives are met.
- Conduct and track post-event assessments for every event for continuous improvement
purposes.
- Manage and track the Alumni Affairs Special Functions Budget and deliver events within
budget.
- Co-ordinate, oversee and ensure Special Publications in support of special events,
activities and functions. Support and ensure proper Stewardship and engagement of
Alumni and Student awards initiated and maintained through Alumni Affairs. Ensure
proper support and marketing for Chapter and other university functions.
4. E-communications, Online Directory and Web Presence:
- Develop, maintain and implement an annual communications schedule to meet defined
Alumni Affairs priorities and objectives.
- Responsible for maintaining the Alumni Affairs website by designing and developing
creative and informative content intended to engage alumni.
- Provide oversight to the Alumni Affairs Assistant as editor/webmaster for the Alumni
Association website using Contribute software.
- Ensure material on the Alumni Affairs website and Alumni Affairs social media sites is as
up-to-date and accurate as possible.
- Work with Alumni volunteer leaders to improve content and accessibility of all
electronic communications channels (web, e-broadcast, social media sites).
- Oversee the management of the online Alumni Community / Directory, including:
working with third-party technical provider to make continuous improvements and
implement new modules and product enhancements; system registration and
maintenance; E broadcast communication; Online event development and registration;
etc.
5. Volunteer Coordination:
- Initiate and nurture mutually beneficial volunteer relationships which include: alumni
council; short-term alumni committees; specific volunteer roles supporting events,
functions and initiatives.
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Provide guidance and support to alumni leaders in chapters around the world as they
coordinate and execute events. Assist the alumni volunteers in understanding the vision
and objectives of Alumni Affairs in order to implement relevant and impactful initiatives.
In partnership with the Career Centre and / or other key university groups, coordinate a
successful student-alumni and alumni-alumni mentoring program.
6. Database Management:
- Maintain database integrity to ensure continuing positive contact by regularly reviewing
records
- Ensure appropriate tracking of member engagement
- Ensure all Alumni Affairs events and attendance are entered into the database
- Produce reports and lists as required
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) required, preferably from Trent University.
Experience Required
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Minimum 5 years’ experience in a related field such as alumni relations, volunteer
management, communications or advancement services.
Demonstrated knowledge and ability to develop, execute and / or support a focused
alumni relations program.
Demonstrated ability to interact comfortably, tactfully, and effectively with alumni,
varied internal and external constituencies, and a wide range of stakeholders.
Adept at problem solving; excellent judgement in situations requiring initiative and tact.
Proven project management skills.
Strong organizational, interpersonal, verbal and written communication skills.
Experienced in handling sensitive and confidential situations and issues.
Demonstrated ability to work independently and as part of a team.
Detail-oriented, well-organized, focused and goal-oriented, with both initiative and
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energy.
Proficiency with MS Office (Word, Excel), internet research, databases, social media
sites.
Flexibility to work regular 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
daily basis. Specifically, indicate whether the position has responsibility for hiring and supervision of
student workers.
Direct Responsibility
Student Employee(s)
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
Job Number: A-262
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Last updated: January 2014
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 Description Approved by Human Resources (as per Article 17.1):
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Department Head/ Dean:
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Job Number: A-262
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Last updated: January 2014