Job Requisition ID:


Time Type:
Full time

Employee Group:
Staff

Job Category:
Advancement and Alumni Engagement

Employment Type:
Permanent

Department:
Advancement and External Relations - Volunteer Engagement

Hiring Range:
$80,248.28 - $100,310.35

Posting Information:This posting is for an existing vacancy.

Internal application deadline is Friday September 11th at 11:59 PM

This is a Career Path position. The final level will be determined based on demonstrated skills and experience.

Anticipated hiring ranges:
• USG 10: $85,980 - $107,475
• USG 11: $93,878 - $117,348

Job Description:

Primary Purpose

The Senior Alumni Officer is responsible for building and sustaining a scalable alumni engagement ecosystem that connects alumni with each other, current students, and the University. Through strategic leadership of the digital community and institution-wide programming, this role strengthens alumni relationships, increases engagement opportunities, and supports the University's advancement and community-building objectives. This role maximizes the institutional return on investment by driving adoption, participation, and long-term value creation through the digital community which in turn provides a coordinated institutional approach to broad-based alumni engagement, ensuring consistency, reducing duplication, and complementing faculty- and region-specific initiatives.

Using project management, technical expertise and community building skills, this role establishes a scalable and sustainable approach to alumni engagement through mentorship, career development, volunteer engagement, and philanthropic outcomes that strengthens relationships with an increasingly diverse and geographically dispersed alumni community.

The Senior Alumni Officer 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 overall alumni engagement, focusing on mutually beneficial engagement opportunities that enhance the impact of alumni on the University of Waterloo.

The Senior Alumni Officer 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.

Alumni Relations programs, activities and events include; Homecoming, geographic alumni events, chapter and global ambassador-run events, ,digital community, volunteer engagement program, outreach programs, alumni-student bridge programs, athletics events, and all other engagement activities created to deepen and broaden engagement between alumni and the University of Waterloo. The Senior Alumni Officer is accountable for evaluating and measuring alumni events, programs and activities with the goal of always enhancing and improving alumni engagement. Each Senior Alumni Officer position focuses on one portfolio; Volunteer Engagement, Events or Alumni Engagement.

Key Accountabilities

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 the alumni relations 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 the university Marketing & Communications team to integrate messaging pertinent to all alumni and donors as well as the University community

• Work collaboratively with the Marketing & Communications team to create and produce appropriate marketing and communications to all alumni on all platforms (social, web, print, video and email).

• Ensure the Senior Director, Alumni Relations is aware of emerging issues that may impact the university

• Work with the Marketing & 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

Required Qualifications

Education

• University Bachelor's degree or equivalent combination of education and experience

Experience

• 5-7 years of experience in one or more of; event planning, volunteer management, program creation, project management, 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

Knowledge/Skills/Abilities

• 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