IMPERIAL COLLEGE BUSINESS SCHOOL
JOB DESCRIPTION
Job Title:
Alumni Relations Executive (1 year maternity cover)
Faculty:
Imperial College Business School
Grade:
Professional Services, Level 3b
Reporting to:
Head of Alumni Relations
Key working relationships:
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Internal to department – Work closely with other Alumni Relations team members, members of other
Business School teams (in particular the following teams: Careers and Professional Development,
Admissions and Recruitment, Programmes, Marketing and Communications), Business School faculty,
Business School senior management team including Dean, Associate Dean and Head of Development.

External to department – Imperial College London Advancement Team, College Campus Services,
Registry.
 External to College – Imperial Business School alumni, external suppliers e.g. merchandise suppliers.
Job purpose
Working closely with the Head of Alumni Relations, help develop and implement a broad-based alumni
relations strategy that builds relevant alumni services and benefits and alumni engagement with, and support
of, the Business School. This role has a specific focus on driving forward the development and management
of alumni networks (both in the UK and internationally), lifelong learning programmes, alumni volunteer
programmes and other opportunities for alumni to engage with and support the Business School. The post
holder will be expected to actively manage relationships both with alumni as well as other Business School
teams, inform students about alumni benefits and engage them in programmes, partner with Development
colleagues to help identify, cultivate, solicit and steward alumni giving, and actively support regular giving
outreach. The post holder will develop a relevant portfolio of alumni events, the range of services available
to alumni and make recommendations to develop the alumni activity undertaken at the Business School.
Principal responsibilities and tasks:
Alumni Advancement

Help build engagement within the alumni network through maintaining existing and cultivating new
relationships, and encouraging participation in relevant networking and professional development
opportunities
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Liaise with alumni regularly to engage with their needs and promote the Business School
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Develop alumni engagement with and involvement in diverse Business School activities e.g.,
information sessions, alumni career talks, student industry sector clubs, various volunteer
programmes
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Liaise actively with faculty and other teams to ensure their support for key alumni activities
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Responsible for furthering the understanding of and engagement with the alumni network amongst
current students, building student engagement

Partner with Development colleagues to identify, cultivate, solicit and steward alumni giving, actively
supporting both Major Giving and Regular Giving initiatives, ensuring that we are communicating
about giving opportunities with alumni and students, and engage with Scholarship winners
Volunteer management

Develop robust volunteering programmes to build alumni engagement with and support of the
Business School (for example, Country Networks, alumni support of admissions)

Work with Business School teams to build relevant alumni volunteer programmes

Recruit alumni volunteers to participate in international alumni panels and recruitment Fairs and
support other relevant initiatives

Work closely with the Alumni Relations Officer who has specific responsibilities for some alumni
volunteer programmes (e.g. alumni for information sessions, class connectors, student engagement)
to ensure that alumni volunteer programmes are co-ordinated

Develop and manage the Alumni Advocates programme

Develop training programmes, resources, communication and stewardship strategies for alumni
volunteers

Coordinate the administration of Alumni Advisory Board meetings, do update reports and write
minutes

Propose and develop other volunteer initiatives as they may arise
Benefits and services

Develop benefits and services to meet the needs of a diverse alumni network. These include careers
services and resources, lifelong learning opportunities, and other alumni services and benefits

Liaise and collaborate closely with the Imperial College Advancement team to ensure coordination in
the overall offer to alumni

Maintain regular contact with relevant internal departments to ensure continuing provision of benefits
and services
Events management

Develop and deliver a programme of professional development and networking events for alumni.
Manage event content development, organisation, promotion (with Alumni Communications
Executive) and evaluation of these events
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Manage and support the development of alumni Professional Networking Groups

Work closely with faculty and relevant Business School teams to identify and organise alumni
networking events to leverage international travel and co-ordinate our country focus with Business
School strategic objectives
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Attend a number of evening and occasional weekend events. Some travel may be involved
Student engagement

Working closely with the Alumni Relations Officer and Programme Teams, develop and deliver a
student engagement plan along with a programme of events and opportunities for students to meet
and connect with alumni and the Alumni Relations Office

Again, working closely with the Alumni Relations Officer, ensure that the office acts as a link
between current students and alumni, facilitate introductions for projects or potential career
development opportunities

Work with the Programme and Recruitment and Marketing teams to identify key members of the
student body to target for future alumni activity, such as Class Connectors.

Build relations with key student ambassadors. Attend Student Ambassador events and represent
the Alumni Relations Office at Student Staff Committee meetings
Communications, marketing and promotion

Work with the Alumni Communications Executive to update relevant parts of the alumni website and
enhance the Alumni Relations Office use of social networks, actively managing Facebook in
particular

Work with the Alumni Communications Executive to develop and manage a strong print and
electronic communications schedule with alumni volunteers and international alumni. This includes,
but is not limited to content development for bi-annual newsletters Country Networks

Work with the Alumni Communications Executive to develop alumni testimonials and website content
to recruit alumni volunteers and promote alumni events and lifelong learning opportunities
Data management

Working closely with the Alumni Relations Officer, maintain and develop the Raiser’s Edge alumni
database. This includes recording all Business School alumni activity, volunteering and feedback,
updating records in a timely manner; developing and implementing annual data capture processes;
carry out data drives, data cleansing and regular quality checks to ensure accuracy; produce reports
as required

Ensure the smooth linkage of Business School alumni data with that of the Central Alumni Office,
adhering to best practice in updating data. Work with the central office and Registry to understand
processes and ensure timely updates to Business School alumni records particularly during the
transition period from student to alumnus

Maintain regular contact with relevant internal teams and faculty to ensure alumni involvement in
Business School activities and updates are being provided to update alumni records in the database

Provide alumni reports to staff and faculty as required

Ensure alumni data is used in line with strict standards of confidentiality and follows relevant data
protection legislation
Planning and evaluation

Support the Head of Alumni Relations in the development and delivery of strategies and plans that
help create strong relations between the Business School and its alumni and that help the Business
School achieve its strategic objectives

Initiate, update and improve processes to ensure that the Alumni Relations Office meets the
standards expected of the Business School teams

Ensure strong liaison across Business School teams for relevant alumni related activities

Prepare project development proposals for new initiatives that support the strategic plan

Carry out market intelligence and assess whether our programmes and services benchmark with
competitors

Support the Head of Alumni Relations in the organisation, streamlining and management of the
Business School’s alumni network functions, identifying any gaps and making recommendations to
improve
Customer service

Handle queries in a timely and professional manner, ensuring that an excellent level of customer
service is delivered to all stakeholders

Co-manage the team’s inbox with other team members
Finance

Ensure that all spending for alumni events, professional development and engagement activities is
kept within planned expenditure and is accurately recorded within the team budget
Additional responsibilities and tasks:
This is a small team, so there will be some overlap in responsibilities with the Alumni Communications
Executive and the Alumni Relations Officer to ensure the smooth running of the alumni relations office.
Other duties appropriate to the role and grade of the post, including administrative and operational support to
the Head of Alumni Relations as required.
Job descriptions cannot be exhaustive and the post-holder may be required to undertake other duties, which are broadly
in line with the above key responsibilities.
Observe and comply with all College policies and regulations, including the key policies and procedures on
Confidentiality, Conflict of Interest, Data Protection, Equal Opportunities, Financial Regulations, Health and Safety,
Imperial Expectations (for new leaders, managers and supervisors), Information Technology, Private Engagements and
Register of Interests, and Smoking.
Undertake safety responsibilities relevant to individual roles, as set out on the College Health and Safety Structure and
Responsibilities (http://www3.imperial.ac.uk/safety/policies/organisationandarrangements).
Imperial College is committed to equality of opportunity and to eliminating discrimination. All employees are expected to
adhere to the principles set out in its Equal Opportunities in Employment Policy, Promoting Race Equality Policy and all
other relevant guidance/practice frameworks.
PERSON SPECIFICATION
ALUMNI RELATIONS EXECUTIVE
IMPERIAL COLLEGE BUSINESS SCHOOL
Please demonstrate how your skills and experience meet each of the following person specification
requirements. You can use experience and knowledge gained from current and previous employment,
voluntary work, leisure interests and any other activities you consider relevant to this position.
Imperial Expectations
These are the 7 principles that Imperial leaders, managers and supervisors are expected to follow:
1)
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7)
Champion a positive approach to change and opportunity
Communicate regularly and effectively within, and across, teams
Consider the thoughts and expectations of others
Deliver positive outcomes
Encourage inclusive participation and eliminate discrimination
Support and develop staff to optimise talent
Work in a planned and managed way
Essential
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Related experience of Alumni Relations, or equivalent experience in a charity or membership
organisation, with demonstrated ability to design, deliver and evaluate engagement plans
Excellent communication and interpersonal skills, together with the ability to work collaboratively and
courteously with colleagues throughout the institution, alumni, students and other constituents
The demonstrated ability to develop and implement constituency programmes and activities, along
with a talent for motivating volunteers and able to demonstrate interest in working with a multicultural network of alumni
Able to show understanding of fundraising and the role alumni relations plays in Development, as
well as demonstrate fundraising experience
Experience of using social media as part of a team’s communication strategy
Demonstrably strong communication (oral and written), planning and organizational skills
Flexibility and initiative, as well as the ability to work independently, combined with the skills for
thriving in a team environment to achieve institutional goals
Ability to organize and complete multiple tasks with close attention to detail and prioritization to meet
deadlines
Extensive experience with Raiser's Edge or a similar constituent database
Experience of public speaking
Able to manage budgets
Excellent IT Skills (Word, Excel, PowerPoint), email outlook
Ability to travel and work evenings and weekends as needed
Bachelor's degree