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Alumni Engagement Coordinator
3 months ago
The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.
Posting End DateAugust 8, 2024Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.
Job Summary
UBC Sauder School of Business is one of the world's leading business faculties. The school consistently ranks among the top 100 in the world and is recognized internationally for excellence in research and learning, an outstanding faculty and unmatched global partnerships. A collaborative and respectful culture within which all members of our community can thrive is a key principle in our strategic plan, and one that underpins our educational mission.
We acknowledge that UBC Sauder at the Vancouver Campus is situated within the traditional, ancestral and unceded territory of the Musqueam. We acknowledge that UBC Sauder at the UBC Robson Square is situated on the traditional territory of the Musqueam, Squamish and Tsleil-Waututh.
The UBC Sauder Development and Alumni Engagement team has a mission to inspire involvement and investment in UBC Sauder to drive innovation, further business knowledge and lead change for a better world. The development team is responsible for leveraging individual philanthropy and business partnerships in support of priority initiatives of the school.
The Alumni Engagement (AE) team supports the UBC Sauder School of Business strategic plan by delivering a memorable, exciting, and enriching experience to all UBC Sauder alumni around the world.
The Alumni Engagement Coordinator is responsible for building and strengthening relationships with alumni by delivering and executing engaging, memorable events and programming globally. They are expected to provide program and strategic support for alumni and community engagement initiatives. They are instrumental in the delivery of programs and services designed to facilitate a lifelong relationship with UBC Sauder students and alumni.
The Alumni Engagement Coordinator is responsible for recommending and supporting event strategies based on multiple stakeholder needs. This includes managing a complex schedule of events locally, nationally and internationally, while ensuring program standards and protocols commensurate with an internationally recognized business school.
Major responsibilities include program coordination, event execution, database mining, tracking alumni interactions, and alumni and constituent research.
Organizational Status
Reports to Manager, Alumni Engagement of UBC Sauder School of Business.
The Alumni Engagement Coordinator is a member of UBC Sauder's Development & Alumni Engagement (DAE) team and alumni UBC; works closely with UBC faculty, employees, alumni volunteers, student leadership, service providers and external vendors.
Work Performed
- Creates, manages, and delivers alumni-related events and activities in support of an engaged UBC Sauder community locally, nationally, and internationally, working collaboratively with UBC Sauder Alumni Engagement colleagues and internal unit partners.
- Responsible for the coordination and implementation of UBC Sauder AE programs; monitors timelines, manages budget and post-program assessments, sets up and maintains registration systems and prepares briefing notes.
- Develops relationships with suppliers on and off campus and negotiates contracts.
- Contributes to the regional engagement by researching, identifying and recommending alumni for face-to-face meetings.
- Contributes to the AE trip planning process for worldwide destinations by coordinating meetings, preparing briefing notes, completing debriefing notes and supporting relationship management activities.
- Participates in evaluation of alumni programs and services. Collects and records statistical information and feedback and integrates suggestions and improvements into programs and services.
- Identifies, researches and coordinates new initiatives to advance UBC Sauder DAE strategic goals.
- Develops and maintains a deep understanding and expert use of the DAE Information Management System (LINKS).
- Maintains accurate alumni and volunteer profiles and program information in the University's database in a timely, accurate and appropriate manner including interactions and engagement submissions.
- Oversees the team's gift inventory, collaborating with internal partners to ensure seamless coordination and cost-effective solutions.
- Performs other duties as required.
Consequence of Error/Judgement
The Alumni Engagement Coordinator is expected to function in a team setting and work under broad guidelines. They must exercise judgement, tact and diplomacy in all interactions. They frequently juggle multiple projects with competing deadlines and must make decisions everyday on how best to manage the work given short timeframes. Accuracy, speed, and the ability to meet deadlines are critical. Decision-making is based on a thorough knowledge of the policies and procedures of the Development and Alumni Engagement unit, UBC Sauder School of Business, and UBC. Poor judgement could damage the reputation of the Alumni Engagement team, UBC Sauder, and/or the university, which would alienate alumni, damage the university's reputation, as well as negatively impact potential opportunities to engage alumni as friends, volunteers, and donors. All information must be accurate and provided in a respectful, timely and supportive way.
Supervision Received
Reports to Manager, Alumni Engagement, UBC Sauder School of Business. The Alumni Engagement Coordinator works independently under a set of objectives and performance expectations within a collaborative work environment.
Supervision Given
The Alumni Engagement Coordinator does not supervise other professional staff. Responsible for managing and advising student employees and volunteers as required on various projects.
Minimum Qualifications
University degree in relevant discipline. Minimum of one year of related experience, or the equivalent combination of experience and education.
- Willingness to respect diverse perspectives, including perspectives in conflict with one's own.
- Demonstrates a commitment to enhancing one's own awareness, knowledge, and skills related to equity, diversity, and inclusion.
Preferred Qualifications
- Experience working with alumni or other constituents of post-secondary institution is preferred.
- Experience working in volunteer organizations, program coordination, event execution and/or strategic planning.
- A proven record in the development, management and execution of events, with experience in budget development.
- Knowledge of and experience working with database management software (LINKS preferred).
- Demonstrated emotional intelligence, professionalism, and diplomacy in dealing with high-level administrators, volunteers, alumni and staff.
- Exceptional time management and problem solving skills, as well as ability to manage multiple projects and timelines.
- Must be highly organized and detail-oriented.
- Strong interpersonal and negotiation skills required in liaising with colleagues in a complex organizational structure.
- Well-developed analytical and problem-solving skills with demonstrated commitment to finding win-win solutions.
- Positive demeanor and service-orientation toward both colleagues and external audiences.
- Ability to be proactive and anticipate needs of internal and external stakeholders.
- Ability to handle confidential and sensitive material and to exercise a high level of tact and discretion.
- Able to multitask and respond to multiple stakeholders while adapting to changing priorities in the work environment.
- Ability to work flexible hours (including some evenings and weekends).
