Alumni Events & Communications Coordinator

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Job Summary

Reporting to the Director, Marketing and Communications, Faculty of Law, and working closely with the Alumni Relations and Development team, including the Dean and Development Counsel, the incumbent is responsible for the planning, project coordination, and execution of alumni events as well as for the design and implementation of event-related and other alumni communications. The incumbent will undertake direct solicitation, cultivation and stewardship under the supervision of Development Counsel and maintain a pool of annual fund prospects. The incumbent will also provide general administrative support for alumni/advancement staff as required. 

Note: The schedule for this position will require flexible hours of work including occasional evenings and weekends according to requirements. Occasional travel may also be required.

Job Description

KEY RESPONSIBILITIES: 
• Work closely with the Alumni Relations and Development Coordinator to plan and coordinate key alumni events annually, including Homecoming and Celebrate Queen’s Law. 
• Plan, manage, and execute all other alumni events – coordinating all aspects of events including event venue rental, food and beverage selection and contracts, set up of materials, and advertising events through diverse channels.
• Assist in establishing and monitoring event budgets, timelines, and other aspects of the event project, ensuring that events are delivered on time, within budget and with a high degree of guest satisfaction. Work effectively with event external suppliers to reach optimum event solutions and services. 
• Engage and coordinate with alumni volunteers to assist with the planning and execution of events, while promoting diversity and inclusion.
• Work closely with all members of the Alumni and Development team and all volunteers to ensure events align with strategic development objectives, including alumni engagement goals and achieving maximum donations for donor programs.
• Collect and track data from events including participation and related donations to prepare reports to demonstrate events are successfully contributing to strategic objectives.
• Maintain the alumni section of the departmental website – updating information and designing webpages, writing and posting news stories for website and alumni spotlights.
• Manage alumni-related social media pages in line with Queen’s Visual identity standards– posting approved news stories, event notices and photos to alumni Facebook and LinkedIn groups, and maintaining all aspects of the departmental Facebook page on a weekly basis. Respond to questions via social media.
• Prepare departmental acknowledgements – pull donation reports, design thank you cards, rewrite messaging annually, customize individual cards, print cards and labels and prepare for signing by department head.
• Provide support to the Alumni and Development team and the Alumni Relations Officer as required to facilitate Dean’s Council and other fundraising Councils, including administrative tasks, such as creating meeting agendas, take minutes for meetings, and distributing meeting minutes and notices. Manage alumni contacts – request up to date mailing lists, respond to alumni queries, and provide updated contact information to advancement.
• Under the direction of Development Counsel, engage in solicitation, cultivation and stewardship of a pool of annual fund prospects. 
• Undertake other duties as assigned in support of the Department.

REQUIRED QUALIFICATIONS: 
• University degree or 3-year post-secondary program in a relevant field.
• Previous (3-5 years minimum) experience working in a similar environment.
• Comprehensive knowledge of university structure, regulations, policies, and procedures.
• Demonstrated proficiency with Microsoft Office (e.g. Word, Excel, Access, PowerPoint), Adobe Suite (e.g. Adobe Photoshop, Adobe InDesign), Advance Web as well as database applications. 
• Comprehensive experience in website design and maintenance.
• Ability to write news articles, profiles and/or marketing content. 
• Proficient in the use of Social Media Applications including Facebook and LinkedIn.
• Interest in fundraising with relationship management skills.
• Supervisory experience is an asset, with an ability to provide guidance and work direction.
• Consideration will be given to an equivalent combination of education and experience.

SPECIAL SKILLS:
• Exceptional communication skills, both verbal and written are required.
• Attention to detail and accuracy.
• Excellent grammatical skills.
• Strong interpersonal skills. Ability to interact professionally and effectively with a wide variety of individuals in different contexts.
• Ability to take initiative and work independently with minimal supervision.
• Exceptional organization and time-management skills with an ability to manage competing priorities and deadlines.
• Strong customer service focus with a proven ability to establish and maintain effective working relationships with a broad range of internal and external audiences.
• High level of tact, discretion and confidentiality, with the ability to respond to sensitive and/or controversial situations. Highly motivated, innovative, creative and strategic thinker.

DECISION MAKING: 
• Determine priorities within time constraints of demanding workload to ensure all deadlines and objectives are met. Decide how best to coordinate time and effort between various tasks.
• Determine content and layout of promotional, recruitment, and event materials and other departmental related correspondence.
• Sets priorities and schedules own work.
• Determine content for social media websites.
• Make decisions regarding departmental events including event venue rentals, food and beverage selection. Determine the logistics, protocols and final touches for coordinating and promoting departmental events. 
• Exercise appropriate level of judgment when communicating with key stakeholders.
• Determine when to refer problems or sensitive issues to management.

Closing Statement

 The University invites applications from all qualified individuals. Queen’s is committed to employment equity and diversity in the workplace and welcomes applications from women, visible minorities, Aboriginal Peoples, persons with disabilities, and persons of any sexual orientation or gender identity. In accordance with Canadian Immigration requirements, priority will be given to Canadian citizens and permanent residents.

The University provides support in its recruitment processes to applicants with disabilities, including accommodation that takes into account an applicant's accessibility needs. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at hradmin@queensu.ca.

Please submit all applications to Competition Number: J0518-0324 on the Queen's University Careers website using tyhe link provided below by the application deadline.

Job Posting Link: https://queensu.njoyn.com/cl4/xweb/XWeb.asp?tbtoken=ZlhbRBIXCB5xawN3NyNUCFc%2FcRFEcFBZA0gjJisFExVaKkcbWUsddhFwBQkbUxFaS3cqWA%3D%3D&chk=dFlbQBJe&clid=74827&Page=JobDetails&Jobid=J0518-0324&BRID=80249&lang=1