POSITION DESCRIPTION
Alumni Relations Assistant
Position Title: Alumni Relations Assistant
Reports To: Alumni Relations Manager
Hours: Part time (0.6)
Location: Kew Campus
Carey Charter
Purpose of Role

Alumni Relations at Carey implements marketing and communications strategies that support the School and the OCGA’s (Old Carey Grammarians Association) ongoing relationship with its alumni.

The Assistant reports directly to the Alumni Relations Manager and will also interact with a range of Old Carey Grammarians and school staff.

Responsibilities include proactive database maintenance, event planning administration and communications support including social media and the OCGA website.

Duties & Responsibilities
Database Maintenance
·  Manage the maintenance of Old Grammarian records in the School database.
·  Proactively seek information to ensure full and correct details of all Old Grammarians and maximum integrity of data.
·  Keep a record of database maintenance activity.
·  Produce reports and statistics as required.
Event Administration
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·  Assist with the development of the annual activities and events calendar
·  Research, liaise with and book venues
·  Manage invitations and RSVPs and assist in event promotion
·  Conduct emails and phone calls to maximise event attendance and updating of inaccurate address records as required
·  Prepare full event briefs for all stakeholders
·  Prepare digital and other displays and nametags for all events
·  Attend and host some events (as directed by the Alumni Relations Manager) to ensure appropriate set-up and facilitation of successful event
·  Conduct post event follow up with attendees
·  Prepare post event reports and review
·  Maintain records and statistics of event attendance
Communications Support
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·  Provide timely assistance with phone and email queries from the Alumni and broader Carey community
·  Assist in proactive relationship building relating to all Alumni activities, including reunions, mentoring activities, club and chapter activities and community engagement events
·  Assist in collation of Alumni material for promotion on School/OCGA communication channels (including publications, e-publications, website, social media)
General
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·  Represent the School and OCGA at alumni events
·  Other general administrative support
·  Support Community Relations projects and activities as directed by the Alumni Relations Manager and the Director of Community Engagement
Knowledge, Skills & Attributes

·  Outstanding interpersonal skills and ability to adapt communication to a wide variety of stakeholders

·  Excellent written and verbal communication skills

·  High level attention to detail

·  Good initiative and problem solving skills

·  Ability to work autonomously and as part of a team

·  Demonstrated organisational skills

·  Experience in event planning and management

·  Excellent computer skills including Microsoft Office and Adobe Suite (desirable)

·  Experience using Synergetic (desirable)

·  Flexibility to work out of hours as needed on a time in lieu basis

Carey Baptist Grammar School employees are required to hold and maintain a valid Criminal Records Check or "Working with Children" check

Carey has zero tolerance for child abuse and is committed to acting in the best interests of children and to keeping them safe at all times.

Carey Baptist Grammar School reserves the right to modify position descriptions as required. Staff will be consulted when this occurs.

The School performs thorough assessments of potential and existing employees. The screening process includes, but is not limited to, Criminal Records Checks and Working with Children Checks.

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Position Description: Alumni relations assistant
reviewed: november 2016