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: 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 Liaise with alumni regularly to engage with their needs and promote the Business School 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 Liaise actively with faculty and other teams to ensure their support for key alumni activities 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 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 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) 2) 3) 4) 5) 6) 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 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