Alumni Council And Chapters Coordinator

This position is a part of the Non-Academic Staff Association (NASA).

This position has an end date of Sept 1, 2025 and offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits .

Location - North campus & Enterprise Square. This role is hybrid with a mix of remote and in person

Working for the University of Alberta

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all First Peoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is teeming with change makers, community builders, and world shapers who lead with purpose each and every day. We are home to more than 40,000 students in 200+ undergraduate and 500+ graduate programs, over 13,000 faculty and staff, 260,000 alumni worldwide and have been recognized as one of Canada’s Greenest Employers for over a decade.

Your work will have a meaningful influence on a fascinating cross section of people—from our students and stakeholders, to our renowned researchers and innovators who are quite literally curing diseases, making discoveries and generating solutions that make the world healthier, safer, stronger, and more just.

Department Summary

The Office of Alumni Relations designs and delivers programs that engage alumni and foster lifelong connections with the university. Through community building activities, alumni become informed, involved, and give back through volunteerism, mentorship and giving.

Position Summary

Reporting to the Alumni Council Lead (within the portfolio of the Manager, Alumni Partnerships) the Coordinator Alumni Council and Chapters works alongside the Alumni Council Lead to manage the volunteer experience of a 40-member Alumni Council – community leaders that dedicate their time in service to the university. This role involves providing technical support at online and hybrid Council meetings, facilitating small group online discussions with volunteers, preparing handouts and briefings, handling meeting preparation details, assisting with committee meetings and recruitment of new volunteers, following up on requests for information and working in a team environment to plan meeting content and guest involvement. The coordinator is also responsible for coordinating details related to the management of the Campus Chapter program such as booking and coordinating an annual schedule of volunteer orientation, information sharing or recognition meetings for 150 volunteers, and preparing regular outreach newsletters to the 14 active Campus Chapters. This role will also involve attending volunteer committee meetings, connecting the groups to the resources of the Office of Alumni Relations and assisting with their events. Working in a team environment, the coordinator will handle account reconciliations, event registrations, newsletter production and will provide back-up support for the Faculty Engagement portfolio and its assistant as needed.

Duties

• Negotiates contracts for services, vendors, suppliers, and contractors and manages program expenditures.
• Works to support the Alumni Council Lead with designing in-person, online and hybrid meeting topics, breakout room assignments, handouts, taking minutes, and preparing speaking points for Council leadership.
• Provides backup as needed for the Faculty Engagement assistant or Program Leads for holiday relief for specific projects, duties or assignments as needed.
• In a team environment, serves as host for a variety of alumni events across the entire Office of Alumni Relations portfolio.
• Working in a team environment with the program leads and volunteers, plan and execute a series of annual Council meetings and chapter meetings and events.
• Plans a schedule of orientation, volunteer sharing and volunteer recognition meetings for 14 Campus Chapters, coordinating the plans and content with the Faculty Engagement Leads.

Minimum Qualifications

• 2-3 years of experience working in non-profit sector, student engagement, alumni relations, fundraising, community relations, communications, or special events/programming.
• Excellent computer skills (Advance, Excel, Word, Google Suite, experience with Zoom and webinars).
• Well-developed communication skills (written and oral) and proven diplomacy when dealing with volunteers.
• Related post-secondary diploma (minimum), but University degree preferred (e.g. business, social sciences, or humanities).
• High attention to detail, excellent customer service, ability to meet deadlines and skillfully manage multiple priorities.

Preferred Qualifcations

• Experience working at a large post-secondary institution or non-profit organization. Experience within the University of Alberta faculty environment is an asset.
• Proven ability to work effectively with volunteers and clear demonstration of volunteer engagement skills.
• Proven ability to interact effectively with varied audiences and act diplomatically.
• Experience working collaboratively with multiple stakeholders while delivering outcomes.
• High degree of self-motivation and initiative - ability to implement projects, meetings, events, and activities in a proactive and conscientious fashion.
• Ability to adapt and work effectively within an academic culture.