Alumni Engagement Officer, Faculty of Arts

Staff – Non Union

Job Category
M&P – AAPS

Job Profile
AAPS Salaried – Development & Alumni Engagement, Level B

Job Title
Alumni Engagement Officer, Faculty of Arts

Department
Communication and Event Support Development Dean of Arts Office

Compensation Range
$5,906.25 – $8,508.42 CAD Monthly

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 Date
November 15, 2022

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

Job Summary

The Alumni Engagement Officer is responsible for developing, implementing and coordinating alumni engagement programs and services in the Faculty of Arts, designed to facilitate a lifelong relationship with UBC students and alumni. 
Major responsibilities include: managing the Faculty’s alumni programs including various department events, fostering connections between alumni in their communities and the University; advising and applying best practices in guiding students, alumni, staff, faculty and University partners in building vibrant alumni communities; alumni stewardship and serving as a resource to the Development and Alumni Engagement staff.

Organizational Status
Reports to the Alumni Engagement Manager, Alumni Engagement in the Faculty of Arts.  Works in collaboration with departments and programs in the Faculty of Arts and alumni UBC. Externally, develops and maintains relationships with alumni, donors and community members to develop and support programs aimed at connecting students with alumni and the community. May supervise and train student staff and volunteers.
Work Performed

1. Volunteer Management 
– Participates in implementing a comprehensive plan for identifying, cultivating, engaging, and stewarding high-level student and alumni leaders. 
– Assists in building volunteer capacity within the Faculty to foster a stronger sense of community amongst alumni and students. 
– Works closely and partners with the Arts Compass Program to identifies and recruits potential alumni volunteers for existing arts volunteer opportunities. 

– Participates and supports programming to connect students with alumni, celebrating student success, and leveraging existing student affinity and leadership groups. 
– Develops and implements volunteer recognition opportunities. 
 

2. Event Management:
– Support the planning and execution of the various department annual lectures and milestone events: Develops, plans and continually evaluates alumni events, programs and communications; making recommendations and implementing solutions for improvement to ensure maximum impact and cost-effectiveness.
. Contributes to the planning, coordination and implementation of the Faculty of Arts Alumni Engagement Program, in consultation with the Associate Director, Alumni Engagement team. Supports the Alumni Engagement team to develop and implement new initiatives to advance UBC`s strategic plan’ Shaping UBC’s Next Century, alumni UBC’s strategic plan in addition to the Faculty of Arts strategic plan and priorities.
. Maintains and enhances partnerships with faculty representatives and student organizations to coordinate and deliver alumni related activities, programs, resources and events. 
. Providing excellent customer service to our alumni is paramount and the Alumni Engagement Officer will have a key role in delivering a high level of service. Developing relationships with alumni volunteers, committees, and event attendees is expected.

3.  Communications
. Build a depth of knowledge of our alumni through research and relationship-building, the Alumni Engagement Officer will work closely with leadership and other academic units to share this knowledge.
. Work with Communications colleagues on producing alumni newsletters, event invitations, online communication pieces, drafting letters, etc.  Supports and contributes to the communications strategy including web content, faculty and department newsletters, as well as other avenues to promote alumni activities, communication and contacts. 
. Ensure up to date information in the UBC database is maintained     

  – Look for opportunities to partner on events that bring value to our alumni leveraging relationships with both internal and external partners.
. Interacts with senior and accomplished alumni identified as ambassadors and advocates for the University.
4. Alumni Stewardship Initiatives
. Ensures appropriate recognition, acknowledgement, and stewardship programs are implemented for identified alumni
. Identifies alumni for nomination of Alumni Builder Awards, Alumni Achievement Awards, Honorary Degrees and community/ industry recognition programs.
. Participates in developing strategy to recognize engaged alumni and volunteers and providing opportunities for deeper engagement.
. Executes alumni UBC strategies that include managing volunteers, coordinating communications, supporting volunteer-initiated activities, identifying collaborative opportunities and broadly engaging alumni.
5. Alumni Research and Data Management
. Develop pipeline of alumni for volunteer roles with alumni UBC. Identifies, researches, and recruits high level alumni volunteers Utilize LinkedIn and various media channels to identify and locate alumni globally
. Develops and maintains a deep understanding of the University Information Management System (LINKS).
. Maintains accurate alumni profiles and program information in the University’s database in a timely, accurate and appropriate manner.
. Ensure the timely and accurate transfer of information into the database;
. Establish, implements and monitor protocols for the alumni relationship management database and generates reports and lists as required
6. Other Duties
. Needs to accommodate flexible hours, attending events, delivering workshops or providing training evenings and weekends.
. Performs other responsibilities as required.

Consequence of Error/Judgement
Responsible for developing and implementing effective career education programs for students and alumni.  Responsible for planning and executing effective Alumni Engagement programs and disseminating accurate information. Dissatisfied prospective students and/or alumni would contribute to poor public relations for the University, which in turn would have a negative effect on the University’s ability to raise funds and recruit outstanding prospective students.
Supervision Received
The incumbent acts independently often without direct supervision but within established guidelines.  The incumbent must exercise initiative and sound judgment in making decisions and planning and executing alumni activities and programs.  Must demonstrate tact in dealing with faculty, staff, students, alumni and the public.  Works in close cooperation with the Development and Alumni Engagement team
Supervision Given
May train and supervise student staff and volunteers.
Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of two years of experience in a post-secondary education institute that includes experience working with alumni relations, advancement, or the equivalent combination of education and experience.
Preferred Qualifications

In addition, related experience working with alumni, volunteer coordination, program coordination, student development or other constituent of post-secondary institution or a related field or the equivalent combination of education and experience. Excellent communication skills both verbally and written is critical in this role.  Proven ability to organize events, lead promotion activities, and coordinate and support student and alumni programs. Ability to lead others and to function in projects involving multiple stakeholders. Proven competence in planning and conducting programs or special events. Excellent computer skills – proficient in MS Office.  Ability to work in InDesign is an asset.
Experience with social software and networking applications such as blogs, podcasts, wiki’s, Facebook, Instagram, LinkedIn, Twitter, google docs etc. Ability to work collaboratively in a team environment and to work effectively with all levels of University personnel.
Some evening and weekend work required.