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Alumni Officer, Volunteer Engagement

University of Waterloo

This is a Part-time position in Etobicoke, ON posted June 13, 2021.

Overview Term: 6 months The Alumni Officer supports the Office of Advancement’s goals to increase alumni engagement opportunities to further the Advancement pipeline.

This position practices strategic outreach, involves alumni volunteers in opportunities that are mutually beneficial, and engages alumni in the life of current students.

The Alumni Officer works collaboratively within the Office of Advancement, working with Alumni and Development professionals across campus, as well as across campus with partners such as University Relations, Waterloo International, Co-operative and Experiential Education, and Registrar’s Office.

The Alumni Officer also works with alumni volunteers world-wide to foster and strengthen relationships with other alumni as well as with the institution.

Alumni Relations programs, activities and events include; Reunion, geographic alumni events, chapter and global ambassador run events, diploma frames program, volunteer engagement programs, 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.

Each alumni officer position focuses on one portfolio; Volunteer Engagement, Outreach, Student-Alumni Bridge or Digital Services and Special Projects.

Within Alumni Relations, the Volunteer Engagement portfolio seeks to build, manage and engage our Global Alumni Volunteer Network.

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 220,000 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-management experience in a fast paced environment.

As well as the ability to build strong 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 (i.e.

WeChat, Google Meets, MS Teams) is preferred.

In addition familiarity with virtual event platforms, event management systems and Customer Relationship Management (CRM) systems is an asset.

Responsibilities Program Planning and Coordination Research, develop, implement, execute and evaluate programs, events, and activities Leverage and enhance existing activities, to engage local and international alumni communities and bridge the gap between all stakeholders Work collaboratively to enhance relationships within the University of Waterloo community Manage all aspects of day-to-day logistics for alumni programs, activities and events Execute the University’s high profile alumni events, programs 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 Source and manage services with internal service departments and external vendors required to support events, programs, and activities Engage alumni as volunteers and participants in on-campus and regional activities and events Ensure consistency, accuracy and excellence in quality and content of messaging in all materials Oversee systems and processes, updating, refining and streamlining as necessary Provide support and execute the critical path goals Contribute to strategic planning exercises Support the preparation of and provide input into reports on events, programs and activities, including environmental scans, statistical reports, proposals and post-event reports 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 and Development (CARD) team Maintain a network with a variety of departments on campus to facilitate the effective and efficient coordination of events, programs 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 ambassadors for the University with the public, alumni, volunteers, donors and invited guests at University of Waterloo initiatives Budgeting Provide regular program budget updates to the Senior Alumni Officer and/or Director 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 under the guidance of the Senior Alumni Officer or Director Communications Collaborate with colleagues in Advancement Communications to ensure that event and program promotion, registration and outcomes are communicated effectively to internal and external audiences Collaborate with Advancement Communications colleagues to create and produce appropriate marketing and communications to all alumni on all platforms (social, web, print, video and email) Inform the Senior Alumni Officer and/or Director of any emerging issues that may impact the University Stay informed on communication trends and platforms available to alumni locally and globally Respond to inquiries from internal and external stakeholders, including complaints, working with Advancement Communications as needed Stay informed of the services, benefits, and perks exclusively afforded to Waterloo alumni Prepare and update alumni file notes as a result of contacts with alumni in order to maintain record accuracy Participate in alumni team meetings and committees as appropriate Measurement and evaluation Measure engagement for all events, programs 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 activities, programs and events Update and manage data on alumni/donor database Ongoing review of 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 in one or more of: event planning, volunteer management, program creation, partnership building and community/alumni engagement 2 years’ administrative experience with ability to manage multiple priorities Writing and/or editing experience an asset Experience working within a campus environment and ideally with university alumni an asset Knowledge of alumni relations programs and relationship management Ability to work collaboratively and communicate with internal departments and external stakeholders and suppliers Ability to collaborate, influence, build consensus and motivate others, often with different perspectives and backgrounds Ability to maintain and work within allocated budget Ability to adhere to privacy guidelines Superior organizational skills and attention to detail Confidence in public speaking with ability to address large audiences Ability to network and confidently represent the University at alumni events Familiarity with university student life and student services an asset Understanding and use of social media Strong relationship qualification, cultivation and stewardship skills an asset Demonstrated ability to manage concurrent projects with tight deadlines Excellent written and verbal communication skills, showing confidence communicating with individuals from different cultures Effective problem solving and conflict management skills Knowledge and use of alumni/donor database, internal content management systems an asset Ability to learn new software quickly and access software while off-site Expertise in MS Office programs (Word, Excel, PowerPoint, Outlook and SharePoint) Ability to take initiative where minimal direction is provided Work outside normal operating hours can be expected in this role Equity Statement The University of Waterloo is committed to implementing the Calls to Action framed by the Truth and Reconciliation Commission.

We acknowledge that we live and work on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples.

The University of Waterloo is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River.

The University values the diverse and intersectional identities of its students, faculty, and staff.

The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees.

The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion.

As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuit/Inuk, Black, racialized, a person with a disability, women and/or 2SLGBTQ.

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

The University of Waterloo is committed to accessibility for persons with disabilities.

If you have any application, interview, or workplace accommodation requests, please contact Human Resources at or 519-888-4567, ext.