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Alumni Engagement Coordinator, Development & Alumni Engagement

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Job ID: 13353

Updated: September 27, 2017

Location: Downtown Campus

Position Overview

Development & Alumni Engagement is currently seeking a Full-time Limited Term Alumni Engagement Coordinator for approximately 2 years.

The Alumni Engagement Coordinator works closely with colleagues on the Alumni Engagement team, and with colleagues across Development & Alumni Engagement to support goals articulated in the Alumni Business Plan.  The incumbent will report to the Director, Alumni Engagement, and will be responsible for supporting a team of alumni engagement professionals in the development and implementation of key initiatives related to communities of interest, volunteer management, leadership engagement and alumni recognition, as well as evaluation and process improvements.  He/she will also provide administrative support to the Director, Alumni Partnerships.

The person in this role serves as a key conduit to and between the Alumni team and represents the office with professionalism.  The Coordinator also provides front line service to alumni and visitors at Alumni on 8th (the alumni office at the downtown campus), including in-person, phone and email inquiries as needed.

Hours of employment for this position are standard however some evening and weekend work is required.

Position Description

Summary of Key Responsibilities (job functions include but are not limited to):


  • Support the work of partners in faculties and departments across the university to help achieve strategic alumni engagement objectives
  • Work with the UCalgary Alumni team, the Development Office, and faculty partners, assist in the coordination of the Alumni Engagement Model
  • Assist in the execution of defined processes and systems for managing referrals, research, and alumni engagement scores to support identification and selection of Alumni of Interest
  • Draft and process Alumni Contact Reports
  • Administer the day-to-day operations, including communicating with internal and external partners, preparing correspondence, responding to email and phone calls, and scheduling meetings
  • Maintain and distribute program documents to appropriate partners and stakeholders to provide up-to-date details in regards to partnership and alumni engagement initiatives
  • Manage registration lists and track responses for alumni engagement initiatives
  • Manage registration pages, lists, and responses and update stakeholder information via the university's database, as required
  • Volunteer date integrity support – update records from the online volunteer form, support in determining the engagement score for volunteer roles
  • General support for the volunteer program (Communities3, Alumni Weekend, etc.)
  • Support maintenance of industry research through studying and cataloguing best practices in alumni volunteer program tools, communities of interest, alumni recognition and alumni engagement


  • Update and monitor program budgets and prepare expense reports where appropriate
  • Provide administrative support to the two Directors and team members as required
  • Update alumni records in the university’s database, as required
  • Organize and schedule appointments, group meetings, room bookings and catering requirements, preparation of agendas, minute taking, preparing and distributing notices as needed


  • Work with Data Analyst, Alumni Engagement Specialist, Volunteer Coordinator, and faculty partners to establish and maintain accurate records regarding alumni engagement
  • Assist with the preparation of regular reports regarding alumni engagement and alumni volunteer program performance and outcomes

Qualifications / Requirements:

  • Undergraduate degree or equivalent experience in alumni/community relations
  • 1-3 years of relevant experience
  • Knowledge of community or alumni relations programming, event planning, budgeting and reporting practices and processes
  • Demonstrated strong team and customer service skills, and an ability to exercise good judgement within established guidelines
  • Strong organizational and time management skills, and attention to detail and accuracy is a must
  • Well-developed project management skills with a strong attention to detail
  • Open to learning and willing to accept new challenges and assignments
  • Strong interpersonal, verbal and written communication skills and the ability to represent the University of Calgary in a professional manner
  • Sound computer, database and administrative skills
  • Experience with data collection and tracking, measuring, and reporting outcomes is an asset
  • Ability to work evenings and weekends as required

Application Deadline:  August 25, 2017

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.


Additional Information

This position is part of the AUPE bargaining unit, and falls under the Specialist/Advisor Job Family, Phase 1.

To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website. For more information about Development & Alumni Engagement visit

About the University of Calgary

The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit

The University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their professional success while they are here. We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.


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