Alumni Engagement Coordinator, Advancement and Community Engagement

Alumni Engagement Coordinator, Advancement and Community Engagement

Location: St Lucia Campus

Time Type: Full time

Posted On: Posted Yesterday

Job Requisition ID: R-41149

Office of the Vice President (Advancement and Community Engagement)

Full-time (100%), permanent position with a high performing, collaborative team
Base salary will be in the range $89,861.38 - $96,402.32 + 17% Superannuation (HEW Level 6)
Based at our St Lucia Campus

About This Opportunity

The Alumni Engagement Coordinator is a key staff member in the Central Advancement team and is responsible for planning and delivering a comprehensive outreach and engagement program that involves a range of targeted events, communications and marketing initiatives, which vary in size and complexity. Working as a valued member of a proactive and multidisciplinary team, you will be a first point of contact for internal and external stakeholders in all matters relating to alumni engagement and will strategically engage with stakeholders to provide tangible benefits to alumni and other key stakeholders, including students, academic and professional staff.

Key Responsibilities will include:

Engagement Initiatives

• Under the broad direction of the Manager, co-ordinate high impact and sustainable alumni engagement initiatives designed to engage with UQ’s 340,000 alumni. This will involve close liaison with university leadership and relevant advancement, academic and professional staff across the university.
• Provide support to Faculties and Units wishing to organise alumni initiatives. This includes acting as the primary point of contact and providing advice to senior staff regarding alumni event protocols and management.
• Manage senior relationships with a diverse range of internal executives and external constituents, and develop and exercise an intimate knowledge of the University’s target audiences.
• Represent Advancement leadership at appropriate functions; liaise with, and host if appropriate, external presenters and guests.
• Ensure appropriate and timely advertising and promotion of engagement initiatives through all relevant channels, e.g. websites, print and email invitations, newsletters, staff news, external websites, social media etc.
• Liaise with external suppliers to negotiate the best outcome for all aspects of the events including venue hire, catering, photography, audio visual requirements etc.
• Prepare all event briefing material, such as event proposals, running sheets, briefing notes and guest lists under the guidance of the Manager and ensure these are appropriately circulated in a timely manner.
• Liaise with advancement team around pre- and post-event communications to ensure strategic objectives for each initiative are met, opportunity for engagement is maximised and maximum impact is achieved.
• Develop systems to track, evaluate and improve engagement initiatives: produce event status and evaluation reports; develop and implement appropriate event survey mechanisms; monitor the quality of event presenters and suppliers; measure the success of events through indicators such as event attendance surveys and new/repeat attendance figures.
• Liaise with faculty alumni staff to ensure that goals and objectives of alumni relations engagement is aligned across the university.
• Collaborate with the Annual Giving team and Faculties to develop giving/fundraising initiatives as a part of programming that supports and develops the donor base.

Communications

• Ensure that event and program messaging and branding aligns with the strategic goals of advancement and the university.
• Liaise with marketing and communications staff to provide up-to-date content (e.g. alumni profiles, bios, photos) for relevant channels as needed for advancement marketing purposes.
• Coordinate internal communication about alumni and community engagement activities and outcomes to advancement staff across the university, including providing any written reports for publications.

General

• Provide support for other areas of work within the Advancement team during times of peak activity if required.
• Ensure that the central team presents a relevant, consistent and integrated message and brand to stakeholders – external and internal – by adhering to University policy and style guides.
• Maintain regular contact with the staff in faculties and institutes in relation to alumni engagement initiatives.

Finance and Reporting

• Assist the Manager in the preparation of an annual budget, end of year report and planning for alumni engagement initiatives, making recommendations on priorities and expenditure.
• Prepare a comprehensive budget and report for each initiative, and ensure all documents and data relating to each event are appropriately recorded on the shared drive.
• Ensure that data and records are updated with accuracy and in a timely manner.

Travel and Out of Hours Work

• Some event-related travel may be required from time to time.
• The Alumni Engagement Coordinator will be required to work after hours from time to time and may be required to work on weekends.

About Advancement and Community Engagement

Throughout its history, The University of Queensland has benefited from the support of its alumni and community through engagement, volunteering and gifts. We are committed to positioning UQ as a worthy destination for philanthropy, ensuring future generations have access to educational opportunity and that we continue to deliver world leading research and innovation.

Equally, our focus is on building strong relationships with more than 340,000 alumni worldwide, as Change Makers. Together we create opportunities to share knowledge, skills, ideas and provide mentoring and peer coaching opportunities, that provide lifelong beneficial partnerships.

About UQ

As part of the UQ community, you will have the opportunity to work alongside the brightest minds, who have joined us from all over the world.

Everyone here has a role to play. As a member of our professional staff cohort, you will be actively involved in working towards our vision of a better world. By supporting the academic endeavour across teaching, research, and the student life, you will have the opportunity to contribute to activities that have a lasting impact on our community.

Join a community where excellence is at the core of our culture, contributions are valued and a range of benefits and rewards are available, such as:

• 26 weeks paid parental leave or 14 weeks paid primary caregiver leave
• 17% superannuation contributions
• 17.5% annual leave loading
• Access to flexible working arrangements including hybrid working options, flexible start/finish times, purchased leave, and a condensed fortnight
• Health and wellness discounts – fitness passport access, free yearly flu vaccinations, discounted health insurance, and access to our Employee Assistance Program for staff and their immediate family
• UQ Study for Staff
• On campus childcare options
• Cheap parking (from just $5.75 a day)
• Salary packaging options

About You

A tertiary qualification with subsequent relevant experience, or extensive work experience/specialist expertise in community engagement, events management and/or communications.

Highly effective organisational and planning skills including excellent attention to detail and accuracy, the ability to use initiative, prioritise own workload, solve problems and meet strict deadlines.

A sound understanding of basic fundraising and alumni relations principles, and appreciation of the role that engagement and stewardship of donors and volunteers has within fundraising strategies.

An understanding of marketing and communications principles as well as an appreciation for sound policies around accurate data evaluation, tracking, and accuracy.

Demonstrated ability to manage high quality events and activities within designated budgets. Experience in events management is essential. Demonstrated experience working successfully with a range of stakeholders from a variety of cultural backgrounds in a service delivery environment. Experience in alumni relations will be highly regarded.

Proficiency in the use of a wide range of computer applications. Knowledge and use of databases or CRM systems. Experience using the Raiser’s Edge database would be an advantage.

Knowledge of the preparation and monitoring of budgets and processing financial transactions in a large to medium sized organisation, or the demonstrated ability to rapidly acquire such knowledge.

Must have a positive attitude and display emotional intelligence and maturity, with outstanding interpersonal and communication skills, confidentiality and negotiation skills.

A flexible approach and ability to adapt to changing circumstances.

Experience in a tertiary environment is highly desirable.

The successful candidate may be required to complete a number of pre-employment checks, including: right to work in Australia, criminal check, education check etc.

Questions?

For more information about this opportunity, please contact Emma Dawson, Manager, International Alumni Engagement via Emma.Dawson@uq.edu.au

For application queries, please contact talent@uq.edu.au stating the job reference number (below) in the subject line.

Want to Apply?

All applicants must upload the following documents in order for your application to be considered:

• Cover letter summarising how your background aligns to the ‘About You’ section
• Resume

Other Information

UQ is committed to a fair, equitable and inclusive selection process, which recognises that some applicants may face additional barriers and challenges which have impacted and/or continue to impact their career trajectory. Candidates who don’t meet all criteria are encouraged to apply and demonstrate their potential. The selection panel considers both potential and performance relative to opportunities when assessing suitability for the role.

We know one of our strengths as an institution lies in our diverse colleagues. We're dedicated to equity, diversity, and inclusion, fostering an environment that mirrors our wider community. We're committed to attracting, retaining, and promoting diverse talent. Reach out to talent@uq.edu.au for accessibility support or adjustments.

Applications close 29 September 2024 at 11.00pm AEST (R-41149). Please note that interviews have been tentatively scheduled for early October.