Alumni Relations Sr. Administrator

Job Description

Job Purpose:

The Alumni Relations Sr. Administrator will be responsible for supporting the development and implementation of programs and initiatives aimed at fostering strong relationships with alumni. This role involves coordinating events, managing communication channels, maintaining updated alumni database, conducting graduates’ surveys and provide admin. assistance to fundraising activities.

Reporting to the ICDC and ARO Manager, the Sr. Administrator will work closely with the Alumni Relations Executive ensuring effective engagement of alumni in the life of UD.

Key Responsibilities:

Event Planning and Execution

• Co-plan and execute alumni events, including homecomings, networking events, and Charity Suhoor, and other special gatherings.
• Coordinate event logistics, such as venue booking, catering, invitations and attendance confirmation, and on-site management.
• Collaborate with vendors/sponsors, internal departments, and volunteers to ensure successful event execution.

Communications and Marketing

• Co-develop and distribute alumni communications, including newsletters, email campaigns, and social media updates.
• Co-manage the alumni website, the Alumni Community platform and social media platforms, ensuring content is current and engaging.
• Promote the Alumni Community System to UD graduates and encourage them to activate their accounts and engage with UD and with themselves.

Database and Record Management

• Maintain the alumni database with accurate and current information ensuring data integrity and confidentiality in accordance with privacy policies and regulations.

Alumni Engagement and Programs

• Support the creation and implementation of programs that enhance alumni engagement and loyalty.
• Recruit alumni volunteers for various programs such ASMP, Guest Speaker series, etc.
• Foster strong relationships with volunteers, providing support and recognition for their contributions.
• Collaborate with internal stakeholders to identify opportunities for alumni involvement in academic, career, and community initiatives.

Customer Service

• Respond to alumni inquiries and provide excellent customer service.
• Handle Graduation Clearance Forms and Fresh Graduates’ Employment form within 24 hours maximum
• Create and print Alumni Membership Cards.

Survey Management

• Conduct /oversee the implementation of the Ministry of Education Graduates’ Destination Survey and other Alumni related surveys.
• Conduct /oversee the implementation of Alumni Interest Survey, Alumni events survey, etc..

Administrative Support

• Perform general administrative duties, such as scheduling team meetings, preparing reports, processing PRF forms, creating alumni events’ requirements from the Marketing by completing related ticketing requests, etc.
• Provide admin. support the UDAA BOD members and related committees by arranging for their meetings, following up on their attendance, taking meeting minutes and following up on the actions forward.
• Represent the Alumni Relations Office and the University at sponsored events.
• Provide admin. support to the Alumni & Friends of UD Scholarship Fund (AFUDSF) activities including Financial Aid applications processing, etc.
• Undertake any other duties and responsibilities as may reasonably be requested by the ICDC and ARO Manager.

Performance Criteria: Depending on the yearly KPIs

Education:

• Bachelor degree required. (In the preferred majors: Management, Communication, Marketing).
• Project Management Certificate preferred.

Experience:

Minimum of 2-3 years of experience in alumni relations, event planning, communications, or a related field.

Competencies:

• Understanding of the alumni relations’ mission, culture, and values.
• Strong organizational and project management skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite and database management software.
• Ability to work independently and as part of a team.
• Strong interpersonal skills and ability to build relationships with diverse stakeholders.
• Attention to detail and ability to manage multiple tasks simultaneously.
• Event planning and project management experience.