Alumni Advancement Coordinator - Jobs in Kitchener, ON

Job Description

Overview:The Alumni Advancement Coordinator is responsible for the efficient day-to-day management of the Pharmacy Advancement program which includes planning, managing and implementing key components of the strategy: event management; alumni program planning, management & engagement; advancement administration; volunteer management; awards program support. The Alumni Advancement Coordinator engages with a variety of stakeholders on behalf of the School, establishes best practices and provides guidance on all events associated with the School and, working with the Associate Director, Advancement, strengthens the relations among the School of Pharmacy and its alumni and other stakeholders.Responsibilities:Event Management

• Responsible for planning, managing and evaluating School-wide events (in person, virtual and hybrid), consistent with the advancement strategic plan; maintaining the Pharmacy events calendar
• Create critical paths and manage all logistics including venue liaison, catering and parking
• Oversee and organize technical support (e.g., audio, visuals, online event platforms, live streaming)
• Develop invitations, manage online registration systems, prepare materials and handle other tasks as required
• Collaborate with the Communications Specialist to create and produce marketing and event promotions and communications on various platforms (e.g., social, web, print, video, email)
• Source and manage services/products with internal units and external vendors to support events, programs and activities
• Build budgets and monitor expenses
• Conduct event evaluations and report on outcomes
• Recruit and engage with Pharmacy faculty, staff, u/g and g students and alumni volunteers to deliver meaningful experiences for alumni as volunteers and participants
• Current events include:
  • White Coat Ceremony (annual)
  • Alumni Reunion/CE Saturday (annual)
  • Women in Pharmacy Leadership (4 annually)
  • Waterloo Pharmacy Golf Invitational (annual)
  • Convocation receptions (spring and fall terms)
  • Regional Alumni & Friends
  • Donor Stewardship
  • Grad Send Off (annual)
• Responsible for organizing the School’s Prep Session for the PharmD’s national licensing exam (Pharmacy Examining Board of Canada [PEBC]
• Serve as Site Coordinator for the PEBC national licensing exam
• Responsible for the event approval process and approving event requests re: the Special Event Request form, in consultation with the Associate Director, Development and the Administrative Officer
• Establish best practices for event management within the School of Pharmacy
• Coordinate main campus and community functions/events held in the Pharmacy building
• Responsible for external room bookings

Alumni Program Planning and Management

• Create and implement an annual alumni engagement plan that focuses on providing opportunities/activities to engage alumni as active donors and volunteers
• Research, develop, implement, execute, and evaluate programs, events, and alumni activities while leveraging and enhancing existing activities to engage the alumni community
• Manage the coordination and planning for the Women in Pharmacy Leadership Alumni Mentorship Program including an annual roster of 4-5 events, alumni mentorship component and any other logistics associated with the program
• Conduct reports and research on alumni demographics, needs and engagement generating new ideas and delivering novel projects for sustained alumni engagement
• Collect and update alumni information for the Raiser’s Edge system to maintain and track alumni contacts, contact information and activities, including activities and visits with alumni and donors
• Collaborate with the Communication Specialist to deliver a tri-annual alumni newsletter
• Support alumni storytelling lead generation working in partnership with the Communication Specialist to identify and share outstanding alumni stories
• Serve as Pharmacy representative on the UW Alumni Professionals Group

Volunteer Program Management

• Responsible for the creation and management of a volunteer program, including:
  • Create a mechanism to track volunteer engagement with the School
  • Identify and promote volunteer opportunities for alumni, and other stakeholders
  • Create and maintain a database of potential volunteers and opportunities
  • Ensure volunteer information is included in Raiser’s Edge database

Advancement Administration

• Provide a range of administrative support to the Associate Director of Advancement
• Facilitate fundraising, volunteer and alumni visits/meetings by booking facilities and refreshments, preparing presentations, handouts and reports; produce meeting notes and attend to special requests
• Liaise with Alumni Relations to represent the School at meetings and participate in reunion and other University-wide alumni event/convocation discussions
• Use Raisers Edge and Advancement Tracker to support the fundraising/alumni function; request data and reports as required; enter status notes to maintain central record accuracy
• Maintain current knowledge of Advancement practices and protocols and have familiarity with issues in Advancement more broadly
• Responsible for Pharmacy SWAG inventory, including ordering branded SWAG, tracking use and developing policies around use
• Assist with Giving Tuesday logistics and tasks
• Prepare stewardship reports for various projects, donors and awards
• Develop and deliver donor stewardship activities and communications, including websites and print publications, as needed
• Proactively and consistently communicate with internal and external stakeholders, as required
• Support the Student Success Fund including tracking of all funding requests
• Responsible for the annual Holiday Card
• Serve as back-up Communications Specialist for all School social media platforms
• Responsible for weekly collection of event information for posting on lobby TV
• Other duties, as assigned

Awards Support Program

• Maintain an inventory of all School of Pharmacy scholarships and awards
• Manage the process for award and gift agreements, as appropriate, preparing preliminary documentation for award terms and assisting in obtaining signatures
• Ensure appropriate recognition and stewardship (e.g., plaques, award presentations, and donor communication)
• Liaise with Student Awards and Financial Aid to coordinate promotion and administration of awards
• Serve as Secretary to the Awards Committee (e.g., organizing meetings, setting agenda, recording minutes, and preparing materials)
• Maintain the award program website with appropriate details and deadline updates

Qualifications:

• University degree or equivalent post-secondary education and experience
• Experience in the post-secondary education sector required
• Experience in volunteer and relationship management required
• Experience in a professional, health-related environment preferred
• Experience with UW’s web content management system, Raiser’s Edge and Advancement Tracker preferred
• Demonstrated project management experience
• Large event planning
• Previous experience working in a professional, health-related environment, preferred
• Experience with event planning
• Experience with minute taking
• Independent judgment in areas of time management, task prioritization and decision making
• Proven ability to manage a large volume of work, conflicting priorities and deadlines
• Self-motivated with demonstrated ability to take initiative, work independently and as part of a team
• Strong communication skills – oral and written
• Attention to detail and accuracy is essential
• Well-developed organizational, analytical, interpersonal, and customer service skills
• Intermediate knowledge of Microsoft suite of products

Vaccination Requirement Statement:Effective May 1, 2022, the University suspended its Vaccination Requirement. Prior to May 1, pursuant to this Requirement, all University employees were required to submit proof of full vaccination against COVID-19 (subject to the University’s obligations under the Human Rights Code to accommodate employees who were unable to receive a vaccination). The University’s Vaccination Requirement website can be found here: https://uwaterloo.ca/coronavirus/return/vaccination-requirement.The pandemic is ongoing and public health advice continues to evolve. Accordingly, the University reserves the absolute right to reinstate the Vaccination Requirement on short notice, and upon such reinstatement you will be required to comply. You shall also be required to comply with any new health and safety policies/requirements implemented by the University from time to time, including new policies/requirements related to mandatory employee vaccination. As the University may need to reinstate the Requirement on short notice, it will continue to collect and maintain up-to-date information on employee vaccination status. Please submit your Covid-19 vaccine status (QR code) to: https://checkin.uwaterloo.ca/Failure to comply with the Vaccination Requirement if it is reinstated, including failure to comply with any future amendments to the Vaccination Requirement, or failure to comply with new health and safety policies/requirements implemented by the University, including those related to new mandatory employee vaccination, shall result in discipline up to and including termination of employment.The requirement to be vaccinated, if reinstated, will be subject to the duty to accommodate pursuant to the Human Rights Code. If you are unable to be vaccinated for reasons related to a ground protected under the Human Rights Code, you may submit a written request for accommodation with an explanation of the reasons and/or any supporting documentation. If you request accommodation, the University may follow up with you for further information if necessary.Equity Statement:The University of Waterloo is committed to implementing the Calls to Action framed by the Truth and Reconciliation Commission. We acknowledge that we live and work on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. The University of Waterloo is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River.The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at hrhelp@uwaterloo.ca or 519-888-4567, ext. 45935.Quick Apply

• Terms & Conditions
• New Privacy
• Privacy Center
• Accessibility

For Job Seekers

• Browse Jobs
• Advanced Job Search
• Emplois Quebec

For Employers

• Post a Job
• SimplyHired OnDemand

Stay Connected