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.
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
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
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
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
These roles require some long hours or non-traditional hours in order to set-up, oversee and take-down an event
Vaccination Requirement Statement:
Effective May 1, 2022, the University suspended its Vaccination Requirement. Prior to May 1, pursuant to this Requirement, all University employees were required to submit proof of full vaccination against COVID-19 (subject to the University’s obligations under the Human Rights Code to accommodate employees who were unable to receive a vaccination). The University’s Vaccination Requirement website can be found here: https://uwaterloo.ca/coronavirus/return/vaccination-requirement.
The pandemic is ongoing and public health advice continues to evolve. Accordingly, the University reserves the absolute right to reinstate the Vaccination Requirement on short notice, and upon such reinstatement you will be required to comply. You shall also be required to comply with any new health and safety policies/requirements implemented by the University from time to time, including new policies/requirements related to mandatory employee vaccination. As the University may need to reinstate the Requirement on short notice, it will continue to collect and maintain up-to-date information on employee vaccination status. Please submit your Covid-19 vaccine status (QR code) to: https://checkin.uwaterloo.ca/
Failure to comply with the Vaccination Requirement if it is reinstated, including failure to comply with any future amendments to the Vaccination Requirement, or failure to comply with new health and safety policies/requirements implemented by the University, including those related to new mandatory employee vaccination, shall result in discipline up to and including termination of employment.
The requirement to be vaccinated, if reinstated, will be subject to the duty to accommodate pursuant to the Human Rights Code. If you are unable to be vaccinated for reasons related to a ground protected under the Human Rights Code, you may submit a written request for accommodation with an explanation of the reasons and/or any supporting documentation. If you request accommodation, the University may follow up with you for further information if necessary.
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 Inuk (Inuit), 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 firstname.lastname@example.org or 519-888-4567, ext. 45935.