Alumni Engagement Program Specialist

3 weeks ago

Waterloo, Canada University of Waterloo Full time

Overview:
**Term: 13 months.**

The Alumni Engagement Program Specialist independently manages programs, activities and communications to increase alumni engagement to create a culture of connectedness and philanthropy. This position plans and implements existing alumni programs and develops new initiatives and strategies to strengthen relations between the Faculty and its alumni. In collaboration with the Faculty Advancement Team and Alumni Relations team in the Office of Advancement, they establish and maintain coordinated, effective alumni programs for the Faculty. The Alumni Engagement Program Specialist practices strategic outreach and involves alumni and industry in engaging volunteer roles (locally and internationally) that benefit the University, the Faculty, alumni, and students.

**Responsibilities**:
Program Planning and Coordination
- Develop and maintain a plan to engage math alumni through a variety of programs, events, and activities
- Execute the Faculty of Mathematics' high-profile alumni programs, events, and activities, creating a best-in-class experience for alumni; this includes the oversight of co-op students and engaging student and alumni volunteers to deliver a meaningful experience for all visitors
- Plan, organize, and evaluate the math alumni reunion program (2 reunions/year: Alumni Weekend and Black and Gold Day)
- Administer the Alumni Awards program and manage the related promotions, communications, and recognition efforts
- Source and manage services with internal service departments and external vendors required to support programs, events, and activities including effectively utilizing the Waterloo Math Digital Community
- Manage volunteers including developing and evaluating volunteer opportunities
- Oversee systems and processes: updating, refining, and streamlining as necessary
- Support the preparation of, and provide input into, reports on programs, events, and activities, including environmental scans, statistical reports, proposals, and post-event reports

Communications
- Manage communication projects and initiatives, such as the alumni E-newsletter (3 issues\year)
- Manage electronic communications aimed at alumni including web pages, mass mailings, and social media
- Ensure that program and event promotion, registration, and outcomes are communicated effectively to internal and external audiences
- Ensure consistency, accuracy, and excellence in quality and content of messaging in all materials
- Stay informed on communication trends and platforms available to alumni locally and globally
- Respond to inquiries and feedback from internal and external stakeholders
- Stay informed of the services, benefits, and perks exclusively afforded to Waterloo alumni
- Create and maintain alumni records in accordance with institutional direction and privacy legislation

Collaboration and Integration
- Collaborate with alumni and development professionals within Advancement to facilitate programs, activities, and events that include key alumni, donors, and friends and enhance current activities through partnering with units within the Central Alumni Relations team
- Work collaboratively on donor and alumni recognition and stewardship/cultivation efforts (relationship management, appropriate recognition opportunities)
- Maintain a network with a variety of departments on campus to facilitate the effective and efficient coordination of programs, events, and activities
- Provide functional direction to colleagues/staff supporting alumni programs and/or events
- Develop and build strong relationships with university faculty and staff in support of successful programs, events, and activities
- Act as ambassador for the University with the public, alumni, volunteers, donors, and invited guests at University of Waterloo initiatives

Financial and Administrative Support
- Provide administrative support, oversight and reconciliation for programs, events and activities, including, adhering to budget projections, payment of invoices, tracking of monthly results, and reconciliation of actuals against plan

Measurement and Evaluation
- Participate in alumni team meetings and committees as appropriate to support measurement and evaluation
- Measure engagement for all programs, events, and/or activities
- Engage in regular program evaluation
- Conduct quarterly measurements and evaluations as well as summary reports on the specific outcomes of alumni engagement programs, events, and activities
- Update and manage data on the alumni/donor database
Continually review previous years’ data and trends to forecast the coming year

Qualifications:

- University Bachelor’s degree or equivalent combination of education and experience
- 2+ years’ experience the following digital communications, volunteer management, program creation, partnership building, and community/alumni engagement
- 2+ years’ administrative experience with ability to manage multiple priorities
- Writing and/or editing expe

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