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Senior Alumni Officer, Volunteer Engagement

4 months ago

Waterloo, Canada University of Waterloo Full time

Overview

Term: 1 year

The Senior Alumni Officer, Volunteer Engagement is a member of the Alumni Relations leadership team. They are responsible for strategy development and oversight, team management, and program evaluation to ensure the success of the campus-wide alumni relations strategy.

The Senior Alumni Officer supports the Office of Advancement’s goals to increase alumni engagement to further impact the Advancement pipeline. They develop the strategy for alumni outreach, alumni volunteerism and the alumni-student bridge, focusing on mutually beneficial alumni engagement opportunities that enhance the impact of alumni on the University of Waterloo.

The Senior Alumni Officer, Volunteer Engagement will manage projects that require broad campus consultation and collaboration within the Office of Advancement, including all alumni and development professionals across campus, as well as partners across campus such as University Relations, Waterloo International, Co-operative and Experiential Education, Student Success and Registrar’s Offices. The Senior Alumni Officer also works closely with all levels of alumni volunteers world-wide to foster and strengthen relationships with other alumni as well as to the institution.

This role specifically supports the Volunteer Engagement portfolio which seeks to build, manage and engage our Global Alumni Volunteer Network. Alumni volunteers within our programs build upon the alumni network to create a sense of community, keep alumni connected with the University and support the goals of the Office of Advancement. The alumni network is comprised of more than 246,000 Waterloo alumni around the world.

With a keen understanding of building and managing complex volunteer programs; including recruiting, onboarding, engaging and managing volunteers. This role has a focus on relationship management; ideal candidates will have proven stakeholder relationship-and volunteer-management experience in a fast-paced environment. Successfully building strong volunteer relationships through qualification, cultivation and stewardship required. Experience working with individuals from different cultures, adapting communication styles and being cognizant to various time zones and communications tools (. WeChat, WhatsApp, Zoom, MS Teams) is preferred. In addition, familiarity with virtual event platforms, event management systems and Customer Relationship Management (CRM) systems is an asset. The Senior Alumni Officer, Volunteer Engagement is accountable for evaluating and measuring alumni events, programs and activities with the goal of always enhancing and improving alumni engagement.

Responsibilities

Program Strategy and Development

Develop and oversee strategies that successfully motivate the team to achieve Advancement objectives Leverage and engage local and international alumni communities by offering programming to bridge the gap between all stakeholders Work collaboratively to enhance relationships within the University of Waterloo community Lead the University’s high profile alumni events, programs and activities, creating a best-in-class experience for alumni Conduct planning exercises to align events, programs and projects with the Advancement goals and the University of Waterloo Strategic Plan Oversee the development, implementation, maintenance and evaluation of alumni programs, projects and activities (current and new) Actively engage alumni as volunteers and participants in regional activities and events Ensure consistency, accuracy and excellence in quality and content of messaging in all materials Oversee systems and processes vital to successfully engage alumni

Management, Collaboration and Integration

Provide mentorship, guidance and insight to help all team members grow and be successful within their roles Assume direct management and supervisory responsibilities for alumni team members Alumni subject matter expert on special project teams and task forces, as appropriate, in addition to serving as the key contact for specific on-campus units Direct Advancement-wide special projects which could include staff across Advancement Ensure resources are in place for mentorship and training of specific alumni team members Provide effective management, guidance and planning oversight for specific alumni team, including establishment and monitoring of performance milestones and yearly objectives Collaborate with alumni and development professionals within Advancement to facilitate programs, activities and events that include key/pertinent alumni, donors and friends and enhance current activities through the partnering of units within the central alumni relations and development team Review, develop and negotiate agreements with external vendors and partners Actively participate in (Central Alumni Relations & Development) CARD leadership team Work in collaboration with Advancement Services to maintain and regularly improve systems and data processes Maintain a network with a variety of departments on campus to facilitate effective and efficient coordination of events, programs and activities Develop and build strong relationships with University faculty and staff in support of successful programs, events and activities Act as ambassadors for the University with the public, alumni, volunteers, donors, and invited guests at University of Waterloo alumni initiatives

Measurement, Evaluation and Budgeting

Conduct quarterly measurement and evaluation against the outcomes and goals of strategic plans as well as reporting against the budget Manage the associated budget for specific alumni team Establish benchmarking measures and ongoing monitoring and adjustment of plans according to results observed Manage data integrity as needs arise Collaborate with appropriate partners in Advancement Services to facilitate data analysis pertinent to measuring the continued engagement of alumni Undertake a systematic review of previous data and trends to accurately forecast the coming year Measure alumni engagement for program evaluation Manage reports including environmental scans, statistical reports, proposals and post event reports

Communications

Work closely with Advancement Communications team to integrate messaging pertinent to all alumni and donors as well as the University community Work collaboratively with Advancement Communications team to create and produce appropriate marketing and communications to all alumni on all platforms (social, web, print, video and email). Ensure the Director, Alumni Relations is aware of emerging issues that may impact the university Work with Advancement Communications team in responding to inquiries from internal and external stakeholders, including complaints, to align with strategic messaging Increase awareness of the services, benefits, and perks exclusively afforded to Waterloo alumni

Qualifications

University Bachelor’s degree or equivalent combination of education and experience 5-7 years of experience in one or more of; event planning, volunteer management, program creation, partnership building and community/alumni engagement required Managerial and team coaching experience with ability to accomplish multiple priorities concurrently and accurately required Proven experience building and managing volunteer management programs; including recruiting, onboarding and managing volunteers of all levels including senior c-suite volunteers required Experience developing and managing $100,000+ budgets Proven experience designing, constructing and overseeing high profile outreach events in collaboration with university leadership and faculty members preferred Writing and/or editing experience an asset Project management experience with a demonstrated ability to manage simultaneous projects under tight deadlines preferred Proven experience working with individuals from different cultures in different time-zones Proven experience working within a campus environment and specifically with university alumni Expertise managing conflicting deadlines and priorities in high pressure situations an asset Proven experience working in a complex fast-paced environment preferably in the post-secondary sector Superior working knowledge of alumni relations programs, relationship management, privacy regulations, budgeting and research Proven ability to work collaboratively and communicate with internal departments and external stakeholders and vendors Strong understanding of applicable federal and provincial legislations (privacy and anti-spam regulations) Demonstrated expertise using persuasion and negotiation skills to build support and cooperation involving individuals as well as groups, often with different perspectives and concerns Understanding of research, statistics, best practices, and resources to prepare written plans and reporting Completion of further education around leadership skills development an asset Demonstrated organizational skills Highly accomplished in public speaking especially to address large audiences Proficient knowledge and use of alumni/donor databases and a content management system Capable of professionally representing the University at alumni events Understanding of university student life and student services is required Understanding and use of social media Professionally skilled in relationship qualification, cultivation and stewardship that also involves external visits Proven track record of taking initiative when minimal direction is provided Proven ability to develop, implement and measure special projects as assigned Excellent written and verbal communication skills are required Expertise in MS Office programs (Word, Excel, PowerPoint, Outlook and SharePoint) Ability to learn new software quickly and access software while off-site