Associate Director, Alumni Relations

Job Information
Author pmnationtalk
Date October 12, 2017
Type Full Time
Company Wilfrid Laurier University
Salary $73,079 - $91,349 - Per Hour
Location Waterloo, ON
Category Admin / Office
Client Wilfrid Laurier University
Contact Information
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Posting ID : 8416
Apply By : 10/13/2017
Position Title : Associate Director, Alumni Relations
Department : Development and Alumni Relations
Job Type : Full-time, Limited Term
Campus : Waterloo
Reports To : AVP, Alumni Relations, Annual Giving and Stewardship
Position Summary : At Laurier, we are a community. It’s what brings our students here and what keeps our people here.

As an educational institution, we inspire lives of leadership and purpose in our student community. As an employer, we seek, foster and value the same qualities of leadership and purpose in our employee community.

We currently have an opportunity to join the Laurier community as the Associate Director, Alumni Relations.

This position is responsible for setting the direction, providing focus, and determining the implementation, evaluation and management of strategies for alumni events and programs. These events and programs serve as methods by which to communicate, cultivate, solicit, recognize and steward our alumni, donors and volunteers as part of an overall process that engages alumni in a lifelong relationship with Laurier in accordance with the University’s objectives and in support of the University’s campaign. This portfolio links directly with the work of the Alumni Association and involves working with alumni volunteers and the Alumni Association Board of Directors.

This position reports directly to the AVP, Alumni Relations, Annual Giving & Stewardship. The formal reporting relationship involves regular individual and work group meetings to review annual and multi-year plans, status of events and programs, staff management of assigned responsibilities, evaluation and recommendations for program management, information systems management, on-line event registration system and operational issues.

Reporting to this position is a team of professional alumni officers and student staff. This reporting relationship will be managed through regular group and individual meetings to review plan development and progress for each event and program, support from volunteers, volunteer recruitment and management, and integration with overall alumni relations activities

The Associate Director of Alumni Relations will support and foster an integrated team within Alumni Relations & Annual Giving. He / she will develop a strong working relationship with the Associate Director, Annual Giving to ensure that synergies between the portfolios are leveraged and that goals and objectives are met. This integration will be supported through regular communication and meetings between the Associate Directors and through dotted line reporting relationships between team members, as appropriate, on a project by project basis. The Associate Director of Alumni Relations also works closely with the Director of Marketing & Communications for the Lazaridis School in managing the dotted line relationship with the Alumni Officer for the Lazaridis School.

The incumbent works closely with the Alumni Association Board of Directors and its committees, in particular, the Finance committee. The incumbent provides both direct and indirect support to these committees and attends meetings of the Board and Committees participating in strategic plan development, implementation, monitoring and evaluation.

In addition, the incumbent has direct responsibility for critical revenue generating programs, including the GradVantages program, and must implement strategies to meet / exceed annual revenue goals through these programs.

The incumbent is required to help support the advancement of Laurier alumni’s social media efforts, through direct liaison and coordination with the Manager of Communications, Development & Alumni Relations, and the Alumni Communications Officer.

The incumbent may also manage a pool of select leadership giving prospects, and in doing so will be required to meet annual fundraising objectives, including dollars raised and personal visits.

This position also works with staff in Development, Annual Giving, Stewardship & Donor Relations, Advancement Services, Athletics, Student Recruitment, Communications, as well as with Senior Administration, academic leadership, and staff and faculty across all campuses. .

Accountabilities :

  • Coordinate the development and implementation of an overall strategy, annual and multi-year plans accommodating alumni relations objectives and activities through a wide array of events and programs. Deliver a strategic, targeted approach to event/program selection, development, management and execution that is alumni/donor/volunteer oriented, helping to communicate the impact and value to participants of their support, thereby enhancing their satisfaction and providing incentives for continuing their support.
  • Develop the strategies and plans for effective and ongoing alumni programs which engage alumni through written communications, personal contact and participation in activities in an effort to develop and sustain relationships with the University. This includes the assessment of needs and the creative development of programs, volunteer identification, training and stewardship; and prospect identification and cultivation. Examples of some programs include reunions and homecoming.
  • Evaluate alumni activity and programs using key performance indicators, metrics, and feedback. Make program recommendations and decisions based on this information.
  • Coordinate the establishment of standards, formats, policies and processes for developing invitation and guest lists, issuing invitations, accepting and recording replies/registrations, preparing the critical path and approving event itinerary/content, preparation of remarks, pre-event briefings and debriefings.
  • Develop an annual operating budget for approval, approve expenditures, direct staff to seek quotes, approve quotes, and monitor the annual programs and events budget. In the event of budget challenges, identify strategies that will keep the budget on track and make decisions or seek approval as appropriate for budget/expenditure alterations. Provide accountability to the WLU Alumni Association Board of Directors for budget items supported by Board funds.
  • Responsible for a staff group of four or more persons, this position is responsible for recruiting, hiring, orienting, training, directing, motivating, setting objectives, monitoring performance and developing performance plans. Provide staff with current information related to WLUSA agreements and University/Department policies. Develop a strong network of relationships with academic and administrative staff to facilitate event and program planning and execution.
  • This portfolio provides leadership and strategic direction to the Finance committee of the Alumni Association Board of Directors and serves as the primary day-to-day university contact for our affinity partners. The incumbent, in consultation with the AVP and the Finance committee, is responsible for negotiating revenue-generating contracts with partners, identifying potential new partners, and ensuring that contractual obligations with external partners are adhered to. The affinity program generates appx $400,000 a year and provides essential funding to Alumni Association programming.
  • Coordinates the granting of awards through the Student Horizon Fund.
  • Manages a pool of select leadership giving prospects and is responsible for meeting annual fundraising targets, including dollars raised and personal visits.
  • Works collaboratively with the Development Team to identify, cultivate, and steward relationships with select major gift prospects, such as the Alumni Association Board of Directors, Affinity Partners, and Volunteers.
  • Through event activities, ensure that donor cultivation and stewardship objectives are achieved in consultation with appropriate staff dependent on the events. Identify prospective donors for fundraising initiatives through event activities and provide this information to appropriate staff.
  • Identify and train volunteers for alumni programs and events; develop annual plans in conjunction with volunteer committees; provide volunteers with appropriate materials for discussion and decision-making; ensure systematic and direct contact with volunteers. Attend all meetings of the Alumni Association Board of Directors, and other alumni volunteer committees as appropriate.
  • Ensure that the Banner System is provided with updated information on a consistent basis. Recommend improvements to the tracking systems for alumni volunteers. Design reports which effectively present pertinent information for internal and external audiences as required.
  • Responsible for working closely with Advancement Services and Communications on the University’s content management system, data management, event system and on-line e-commerce system, as it relates to Alumni Relations. .
  • Participate in the development of policies as processes are revised and enhanced and as new policies are developed. Make recommendations on policies related to events and programs for individual faculties, the Alumni Relations & Annual Giving Office, the Development Office, and the wider University as required.
  • Commit to ongoing professional development through reading current literature, attending professional meetings and conferences, participating in professional associations, and developing working relationships with professionals at other institutions. Collect comparative data and program information for purposes of evaluation, benchmarking, goal setting and as a source of new ideas.
  • Represent the University in a professional, appropriate, informed and consistent manner. Pursue opportunities to keep updated on changes at the University; be aware of current internal and external communications, Alumni Association programs and activities, controversial topics and the University’s position on issues in order to accurately represent the University when required.
  • Participate as a member of the Alumni Relations & Annual Giving Office staff in departmental activities and work as an integrated member of this staff group. As well, participate in all planning sessions of Alumni Relations & Development as required.

Qualifications :

  • Undergraduate degree;
  • A strong commitment to post secondary education and continuous learning;
  • Sound knowledge of the vision and objectives of Development and Alumni Relations;
  • An understanding of the university culture and the various regulations;
  • 5 to 7 years of experience in a post-secondary event, alumni relations, and donor relations function; Fundraising experience is an asset.
  • Demonstrated success working with volunteers;
  • Strong planning and project management skills;
  • Sound analytical and decision making skills;
  • Excellent intrapersonal skillsStrong financial management and budgeting skills;Proficiency in the use of data base management tools and office management software;
  • Collaboration and teamwork;
  • Strong oral, written and presentation skills.

Grade : MG-2A
Salary : $73,079 – $91,349
Salary Notes :

Please note, this is a full-time, limited term position until December 2018.
Please Note :  Please submit a cover letter and resume.

Wilfrid Laurier University endeavors to fill positions with the best available candidates who have the appropriate combination of education, experience, skills and abilities to successfully perform the duties of the position while demonstrating Laurier’s Employee Success Factors.

Wilfrid Laurier University is committed to equity and values diversity. We welcome applications from qualified individuals of all genders and sexual orientations, persons with disabilities, Indigenous persons and persons of a visible minority.  To obtain a copy of this job description in an accessible format, please contact Human Resources at 519-884-1970 ext.2007.

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