Assistant, Volunteers and Regional Chapters

This position is a part of the Non-Academic Staff Association (NASA).

This position offers a comprehensive benefits package.

Location - This role is hybrid with a mix of remote and in-person work at Enterprise Square.

The Office of Alumni Relations encourages an active and positive connection between UAlberta and its graduates. With a variety of ways to engage - including volunteerism, advocacy, mentorship, career services, educational and family events, networking opportunities, awards and recognition — our work ensures alumni can continue to be part of the campus community throughout their lives.

Working as an integral member of the Office of Alumni Relations, the Assistant, Volunteers & Regional Chapters supports two portfolios in the office. This position works to involve alumni in student mental health support, mentoring, alumni events, and community service volunteer opportunities. The Assistant also supports outreach programming to alumni who live outside of the Edmonton area through the Regional Chapters program. These portfolios are designed to strengthen relationships between alumni and the University.

Reporting to the Manager, Alumni Programs, this position is responsible for managing the administration of these two key portfolios. This administrative support includes event preparation and registration, organizing data, preparing reports, scheduling volunteer shifts, managing communications and the distribution of key information to volunteers and guests. The Assistant, Volunteers & Regional Chapters openly contributes to a creative and dynamic team, providing suggestions and ideas that positively affect the overall improvement and growth of programming in these two portfolios.

The Vice-President - External Relations leads the University of Alberta's efforts to enhance and protect its reputation locally, nationally, and globally. This role oversees the development and execution of strategic initiatives that shape how internal and external audiences perceive the university.

With a focus on communication, engagement, and relationship-building, the Vice-President provides leadership for Communications and Marketing, Alumni Relations, Advancement, and Government and Community Relations. These teams collaborate to support the university's brand, foster donor and alumni engagement, and establish strong connections with public and community partners.

Through these coordinated efforts, the Vice-President - External Relations ensures the university's image, influence, and impact are advanced in alignment with its mission, values, and long-term goals.

• Assists in the development of plans to create programs that increase involvement of volunteers and/or guests in Alumni Association activities.
• Manages volunteer and regional event registration process including sets up registration sites, corresponds directly with volunteers and guests via phone and email, generates lists and nametags, deposits ticket fees.
• Manages databases and codes volunteer and event participation into the Alumni database.
• Prepares volunteer and event participation reports and briefing notes for staff and administrators.
• Provides calm and flexible onsite leadership at events or volunteer activities, assisting with coordination of on-site logistics and assigning volunteer tasks.
• Participates in the delivery of volunteer orientation/training information and provides onsite briefings for volunteers at events.
• Assists with the creation of and manages the distribution of key communication pieces to help engage, inform and thank volunteers and guests.

Minimum

• Post Secondary Diploma or Certificate
• Two or more years of administrative experience within an office environment
• Proficiency in Microsoft Office and Google Workspace products (Gmail, Calendar, Docs etc.)
• Strong Interpersonal and teamwork skills
• Excellent verbal and written communication skills
• Ability to meet deadlines and manage multiple priorities
• Proven organizational skills and customer service focus
• Highly attentive to detail and accuracy
• Ability to lift boxes of 20 lbs or less

Preferred

• University degree
• Knowledge of the University of Alberta
• Experience with volunteer management, public relations and/or event planning
• Familiarity with Zoom
• Experience working with a variety of different cultures or demographics
• Knowledge of PeopleSoft
• Valid driver's license

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all FirstPeoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.

Your work will have a meaningful influence on a fascinating cross-section of people - from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more.

At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.

We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.

All University employees have a responsibility to foster a workplace that prioritizes safety in all its forms—physical, cultural, and psychological. This is achieved by promoting a safe environment, adhering to all safety laws, policies and procedures, completing all required safety training, identifying hazards and implementing controls, reporting incidents, and contributing to a culture of belonging and respect, while endeavoring to ensure that all colleagues feel valued and safe to express their thoughts, perspectives and concerns.

The University of Alberta is committed to creating a university community where everyone feels valued, barriers to success are removed, and thriving connections are fostered. We welcome applications from all qualified persons. We encourage women, First Nations, Métis and Inuit persons, members of visible minority groups, persons with disabilities, persons of any sexual orientation or gender identity and expression, and all those who may contribute to the further diversification of ideas and the University to apply.

L'Université de l'Alberta s'engage à créer une communauté universitaire où chaque personne se sent valorisée, où les obstacles à la réussite sont éliminés et où des connexions enrichissantes peuvent se développer. Nous accueillons les demandes de toutes les personnes qualifiées. Nous encourageons les femmes; Premières nations, Métis et Inuits; membres des groupes minoritaires visibles; personnes handicapées; personnes ayant une orientation sexuelle ou une identité et une expression sexospécifique; et tous ceux qui peuvent contribuer à la diversification des idées et à l'université à postuler.