JOB DESCRIPTION
Job Title:
Alumni Relations Executive
Department:
Imperial College Business School
Grade:
Level 3b, Professional Services Family
Reporting to:
Head of Alumni Relations
Key working relationships:
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Internal to department – Members of other Business School teams (in particular the Careers
and Professional Development Service, Marketing and Recruitment and Programme teams),
Business School faculty, Business School senior management team including Principal and
Deputy Principal.
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External to department – Imperial College London Alumni Office and Development, College
Campus Services, Registry.
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External to College – Imperial Business School alumni, external suppliers e.g., designers,
printers, freelance writers and photographers
Job purpose
To help develop and implement a broad-based alumni relations strategy that fosters alumni to
alumni connections and alumni engagement with the Business School, and which supports
Imperial College Business School’s strategic objectives. This role has a specific focus on driving
forward the development of alumni networks and partnerships and managing opportunities for
alumni to engage with and support the Business School. Under the leadership of the Head of
Alumni Relations and working closely with the Careers, Marketing and Programme and teams, the
position will require the ability to build strong alumni volunteer programmes, actively manage
relationships both with alumni but also Business School teams, to coordinate a portfolio of events,
to develop the range of services available to alumni and make recommendations that 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
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Develop alumni engagement with and involvement in diverse Business School’s initiatives
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
Help develop fundraising programme as it develops.
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
Volunteer management
 Develop robust volunteering programmes for alumni based in the UK and internationally,
specifically driving forward the Class Connectors, Country Correspondents and Country
Networks programmes
 Recruit and manage alumni volunteers in the UK and internationally. This includes
providing adequate training, resources, communication strategies and stewardship
 Work with the Marketing and Programme teams to build relevant alumni ambassador
programmes. Recruit and alumni volunteers to participate in international alumni panels,
information sessions and recruitment fairs
 Develop and manage the Alumni Volunteer Pool, recruiting and retaining alumni volunteers
to attend UK information sessions and open days
 Develop and manage the Alumni Advocates programme, recruiting and retaining alumni
volunteers to participate in 1:1 conversations with offer holders
 Coordinate and administration of Alumni Advisory Board meetings
 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, professional development opportunities, online
alumni account, library services, access to facilities and discounted rates
 Liaise and collaborate closely with the Imperial College Office of Alumni and Development
to ensure coordination in the overall offer to alumni
 Maintain regular contact with relevant internal departments to ensure continuing provision
of benefits and services
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Develop the range of services and benefits that support alumni professional and career
development (continued professional development workshops, webinars and special
interest groups). This includes managing logistics and concept development for alumni
webinars in co-ordination with the careers team and outside providers
Customer service
 Handle queries in a timely and professional manner, reporting findings to the Head of
Alumni Relations and ensuring that an excellent level of customer service is delivered to all
stakeholders
 Assist recruitment team service levels and conversion rates through providing prospective
students access to alumni by ensuring alumni participation in the recruitment process and
making alumni accessible to applicants
 Act as the first point of contact for all services available to alumni, including career
development resources and library services
Events management
 Develop and deliver a programme of educational and social 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 Special Interest Groups (e.g. industry
sector groups)
 Work closely with faculty and Marketing to identify and organise alumni networking
receptions where international travel is being undertaken
 Attend a number of evening and occasional weekend events. Some travel may be involved
Student engagement
 With the Head of Alumni Relations and Programme Managers, 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
 Build a strong culture of citizenship within the student body while developing links between
students and alumni
 Act as a link between current students and alumni and facilitate introductions for projects or
potential career development opportunities
 Work with the Programme and Marketing teams to identify key members of the student
body to target for future alumni activity. This includes supporting the Student Ambassador
scheme and representing the Alumni Relations Office at Student Staff Committee meetings
Communications, marketing and promotion
 Work with the Alumni Communications Executive to update the website and enhance the
Alumni Relations Office use of social networks
 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 to Country
Correspondents and Country Networks
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Work with the Alumni Communications Executive to develop alumni testimonials and
website content to recruit alumni volunteers and promote alumni events and professional
development opportunities
Data management
 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; undertake 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. Work with the central office’s Database Assistant 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 updates
are being provided and input into the Raiser’s Edge alumni 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
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, and support the Head of Alumni Relations in identifying cost-saving initiatives and
opportunities for sponsorship
Additional responsibilities and tasks:
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This is a small team, so there will be some overlap in responsibilities with the Alumni
Communications Executive 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.
The postholder is expected to observe and comply with all College policies and regulations, for example
Health and Safety, Data Protection etc.
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 Disability Policy and all other relevant guidance/practice frameworks.
Since job descriptions cannot be exhaustive; the post holder may be required to undertake other duties,
which are broadly in line with the above key responsibilities.
PERSON SPECIFICATION
ALUMNI RELATIONS EXECUTIVE, IMPERIAL COLLEGE BUSINESS SCHOOL
Applicants for this post should demonstrate how their skills and experience meet the following
Person Specification
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Excellent oral and written English
Excellent relationship management and networking skills
Data management experience
Customer focused skills
Project management skills
Proposal writing skills
Excellent organisational skills
Experience in making presentations
Some budget management experience
Ability to pay attention to detail and work to deadlines
Excellent IT skills: MS Office (Word, Excel, PowerPoint), database maintenance (Raisers
Edge), email (Outlook)
Able to work under pressure
Ability to work as part of a team
Willing and able to work independently without day-to-day supervision
Reliable and responsible with excellent time-keeping
Confident, willing and able to show initiative and take decisions on routine matters
Able to show flexibility and versatility
Interested in business/business education
Creative and enthusiastic with the ability to come up with new ideas and a can do attitude
Able to demonstrate interest in working with a multi-cultural network of alumni