Department of Human Resources
OPSEU Job Description
Job Title: Alumni & Development Coordinator
Job Number: A-079
NOC: 1123
Band: 8
Department: External Relations & Advancement
Supervisor Title: Development Officer, Annual Giving
Last Reviewed: April 25, 2017
Job Purpose
The Alumni & Development Coordinator is responsible for leadership of the annual Staff & Faculty fundraising campaign, provides a support role to the Development Officer - Annual Giving to implement the annual giving program, and works to advance the strategic plan for Alumni Affairs through prompt and effective service to alumni, administrative support for Director of Alumni Affairs, and the day-to-day coordination of Alumni House. The position works closely with volunteers of the Trent University Alumni Association Council and colleagues within the External Relations & Advancement portfolio to broaden and deepen the university’s relationships with its alumni.
Fundraising (30%):
· Contribute to the development of a comprehensive, strategic and multi-target annual fundraising campaign
· Design, implement and evaluate a strategic annual giving program for the effective identification, assessment, cultivation and solicitation of Staff & Faculty annual gifts between $1 to $10,000
· Assess the effectiveness of the Staff & Faculty Giving Program and make modifications as required
· Responsible for tracking of the annual fund budget, ensuring prompt payment of invoices
· Work in collaboration with Development Communications Officer, faculty and staff volunteers, and Development Officer: Annual Giving to prepare effective fundraising appeal materials.
· Support Data Analyst with the production of data lists from Raisers Edge as required to support the Annual Giving campaign, mailings and invitations to alumni
· Provides back-up supervision to the Call Centre as required
· Supports the Development Officer, Annual Giving with program development, implementation, and evaluation; database segmentation and updates; production and distribution of materials; and other program requirements.
· Prepares correspondence and reports for staff, Senior Administration, Alumni Council and the Vice-President, External Relations and Advancement, as necessary.
· Maintains cooperative working relationships with all campus units whose cooperation is sought in maintaining an effective development program.
Administration (30%):
· Supports the Development Officer in administrative duties associated with managing the Annual Giving staff, comprising students and volunteers: recruitment, orientation, hiring, training and performance evaluation.
· Hire,, train and supervise approximately 30-50 student employees working primarily as telephone solicitors, as well as 3 student team leads
· Coordinate payroll, schedules and performance reporting for between 30 – 50 part time student employees.
· Coordinate the nomination and selection process of the annual alumni awards program, which includes both alumni and student awards: collaborate with the TUAA Council to distribute the call for nominations, update website information, organize nominations, participate in committee meetings, correspond with awards winners and guests, and collaborate with External Relations & Advancement Colleagues and College Heads on presentations and announcements.
· Recruit and direct 1 – 2 part time student employees at Alumni House to ensure a good understanding and relationship with members by prompt fulfillment in key areas.
· Provide administrative support for Trent University Alumni Association and Director of Alumni Affairs including: bookkeeping tasks such as preparing & processing invoices, making deposits, preparing purchase orders; maintaining records of the department’s policies and procedures, ensuring updates as required; distributing meeting materials to the TUAA Council, attending meetings of the Council and recording minutes.
Volunteer Management & Customer Service (25%) :
· Support the Manager of Alumni Relations with identifying, recruiting, managing and recognition of volunteers.
· Engage and serve alumni and employees by responding or redirecting telephone calls, email and in person enquiries received through the Alumni Affairs Office.
· Coordinate Alumni Affairs’ role in convocation, including coordinating staff, recruiting and directing volunteers, development and distribution of new graduate welcome kits.
· Oversee the Alumni Guest Suite bookings. Ensure that office areas, publicly book-able spaces, inside and outside area, and guest suite accommodation are maintained in good order, arrange maintenance and upgrades as required.
· Working with the competent authorities, ensures that all compliance issues are met regarding health and safety, fire, health unit and university regulations.
Stewardship & Special Events (10%):
· Provide special event support to members of the External Relations & Advancement Team, including: creating registration pages, updating website, creating and distributing electronic invitations through the Net Community system, tracking attendance, coordinating site logistics, completing event reports and handling budget items.
· In collaboration with ER&A colleagues, develop and implement a recognition program for Staff & Faculty donors, assess and adapt on an annual basis.
Other (5%):
· Provide support for special projects as required within External Relations & Advancement.
· Perform other related duties as assigned which do not account for more than 5% of the total duties.
Education Required
· University Degree (3 year) required
Experience Required
· Minimum of three years directly related experience, including:
§ Three years professional fundraising, communications or sales experience required
§ Two years’ experience in the design and development of print and electronic materials
§ Experience with hiring and supervising students and/or experience coordinating and directing volunteers
§ Experience in excelling in a “customer-service” environment
· Proven ability to achieve financial targets (i.e. fundraising or sales targets)
· Proficient in the use of computer applications such as: Microsoft Office Suite, Internet and web-based software (Net Community, databases (Raisers Edge), Telefundraising platforms (i.e. Campus Call)
· Excellent communication skills (both written and verbal)
· Excellent interpersonal skills. Able to work in a team environment or independently.
· Demonstrated ability to maintain confidentiality related to records and other sensitive information.
· Proven ability to produce work of quality with a high degree of accuracy.
· Must be highly organized and able to take initiative.
· Demonstrated ability to work within tight deadlines with a high degree of energy and enthusiasm.
· Available for occasional evening or weekend work.
Responsibility for the Work of Others:
Direct Responsibility For the Work of Others:
Job Title Position Type
Alumni House Steward Part time student assistant (1-2 students)
Indirect Responsibility For the Work of Others:
Job Title Position Type
Telefundraisers Part time student employees (30-50 students)
SkillType
· Proven ability to produce work of quality with a high degree of accuracy.
Working Conditions:
Psychological Conditions:
Condition
· Demonstrated ability to work within tight deadlines with a high degree of energy and enthusiasm.
· Availabile for occasional evening or weekend work.
Job Number: A-079 Page 4 of 4 Last updated: April 25, 2017