The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
Ongoing
Needs to accommodate flexible hours (including evenings and weekends), attending events on and off campus, and meetings as necessary.
Needs to accommodate at least 4 days or more working in the office.
At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.
Job Description Summary
The Alumni Engagement Coordinator is responsible for providing program support to develop, implement and coordinate alumni engagement programs and services for the Faculty of Medicine. They are expected to be instrumental in the delivery of programs and services designed to facilitate a lifelong relationship with UBC students and alumni.
Major responsibilities include: fostering connections between alumni in their communities and the Faculty of Medicine; program coordination; database mining; advising and guiding students, alumni, staff, faculty and university partners as to best practices in building vibrant alumni communities; and serving as a resource to the Development and Alumni Engagement staff also engaged in alumni stewardship.
Organizational Status
Our Vision: To Transform Health for Everyone.
Ranked among the world’s top medical schools with the fifth-largest MD enrollment in North America, the UBC Faculty of Medicine is a leader in both the science and the practice of medicine. Across British Columbia, more than 12,000 faculty and staff are training the next generation of doctors and health care professionals, making remarkable discoveries, and helping to create the pathways to better health for our communities at home and around the world. The Faculty - comprised of approximately 2,600 administrative support, technical/research and management and professional staff, as well approximately 620 full-time academic and 14,000 clinical faculty members - is composed of 19 academic basic science and/or clinical departments, 3 schools, and 26 research centres and institutes. Together with its University and Health Authority partners, the Faculty delivers innovative programs and conducts research in the areas of health and life sciences. Faculty, staff and trainees are located at university campuses, clinical academic campuses in hospital settings and other regionally based centres across the province.
Reports to the Associate Director, Alumni Engagement, Faculty of Medicine.
Works in collaboration with departments and programs in the Faculty of Medicine, including alumni UBC, UBC staff, alumni volunteers, and University Administration. Externally, develops and maintains relationships with alumni, donors and community members to develop and support programs aimed at connecting with alumni and the community.
Work Performed
Program Coordination and Alumni Engagement Unit Support:
Leads defined components with the planning, coordination and implementation of the Faculty of Medicine’s Alumni Engagement Program, in consultation with the Faculty of Medicines Alumni Engagement Manager & Associate Director, Alumni Engagement.
Coordinates event pre and post work for Alumni Engagement Office.
Supports the Associate Director, Alumni Engagement in the development and implementation of new initiatives that advance UBC’s strategic plan in the Faculty of Medicine.
Maintains and enhances partnerships with faculty representatives and student organizations to coordinate and deliver alumni-related activities, programs, resources and events. These events may include speaker series, departmental career/major events, and milestone events.
Maintains and builds relationships with alumni and connects them to their department, program, or affinity group.
Participates in evaluation of alumni programs and services. Collects and records statistical information and feedback. Integrates suggestions and improvements into programs and services.
Supports and contributes to communications strategy by cultivating and/or creating web content, newsletter content, email invitations as well as other avenues to promote development and alumni activities, communication and contacts.
Researches and provides background material for meetings using knowledge of policies, procedures and best practices; develops agendas, prepares appropriate materials and presentations, attends meetings as required, and ensures follow up actions are completed.
Coordinates department budgets and manages expenses for the Faculty of Medicine Alumni office activity, programming and events. Responsible for submitting all Alumni Engagement expenses to Workday in a timely and accurate manner.
Reunion Programming:
Responsible for the Faculty of Medicine’s alumni reunion program including working with identified alumni contacts to provide support to class organizing committee and additional duties including but not limited to: venue logistics, communications (website copy, emails, letters, registration systems), budget creation and management, and on-site event support.
Database Mining, Collection, and Coordination:
In collaboration with the alumni and development teams, maintains accurate profiles and program information in the University‘s database in a timely, accurate and appropriate manner including interactions and POINTS submissions; integrates data collection and data mining into work plan (maintains programming calendar, tracks budgets, tracks and reports on program progress, meetings and points).
Develops, implements and monitors protocols for the alumni relationship management database and generates reports and lists as required.
Medical Student & Alumni Centre (MSAC) Coordination:
Supports the Medical Student & Alumni Centre Operations & Events Manager, including but not limited to determining event service requirements, advising on venue configurations and technical needs, coordinating on-site delivery, and ensuring alignment with program objectives and service standards. Oversees venue preparation and teardown activities, including directing logistical set-up requirements.
Acts as Medical Student & Alumni Centre representative during planned absences of MSAC Operations & Events Manager by performing day-to-day operational needs.
Other Duties:
Performs other responsibilities as required.
Consequence of Error/Judgement
Given that the incumbent will liaise regularly with Senior Administration, prominent alumni and donors as well as significant friends and partners of the University, the Alumni Engagement Coordinator is expected to exercise judgment, diplomacy and tact in all interactions. Poor judgement could alienate alumni, damage the university’s reputation, as well as negatively impact potential opportunities to engage alumni as friends, volunteers, and donors.
Errors may impact on the effectiveness of the office, image, reputation and credibility of the Faculty of Medicine and alumni UBC, the Development and Alumni Engagement portfolio and the University. Accuracy, speed, and the ability to meet deadlines are critical. The Coordinator is expected to exercise judgement, diplomacy, and tact in all interactions associated with the function of this position. All information must be accurate and provided in a respectful, timely, and supportive way.
Supervision Received
The incumbent reports directly to the Associate Director, Alumni Engagement and works relatively independently against set objectives and performance expectations within a collaborative work environment.
Supervision Given
The incumbent does not supervise other professional staff. May train and supervise student staff and volunteers as required.
Minimum Qualifications
University degree in relevant discipline. Minimum of one year of related experience, or the equivalent combination of experience and education.
- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion
Preferred Qualifications
Experience working with alumni, student development or other constituent of post secondary institution preferred.
Experience working in communications, volunteer organizations, in event management, and/or program coordination an asset.
Experience with social software applications such as Facebook, Flickr, Google Docs and email mailing systems an asset.
Experience with WordPress, and/or Links (Information Management System), would be an asset.
Intermediate computer skills with Microsoft Office 365, Teams, PowerPoint, Internet.
Proven ability to organize events, lead promotional activities, and coordinate and support programs an asset.
Excellent time management skills and attention to detail, as well as ability to handle multiple tasks and respond to multiple stakeholders; Superior verbal and written communication skills.
Strong interpersonal and negotiation skills required in liaising with colleagues, alumni, internal and external service providers, and senior university administration.
Strong conceptual abilities combined with high attention to detail.
Ability to handle confidential and sensitive material and to exercise a high level of tact and discretion.
Ability to work independently as well as within a team environment.
Ability to operate the normal range of office equipment.
Ability to lift and move heavy objects (up to 50 lbs).