Alumni Programmes Assistant

3 weeks ago

Aberystwyth, United Kingdom Aberystwyth University Full time

Faculty/Department
- Development & Alumni Relations
- Salary Scale
- £22,197 - £24,715 per annum (pro rata)
- Contract Type
- Fixed Term
- Duration
- 30/11/23
- Full-time / Part-time
- Part-Time
- Weekly Hours
- 18.5
- Employment Visa
- Non-sponsorable
- Posted Date
- 07/06/2023
- Closing Date
- 20/06/2023
- Ref No
- 5058

The role
What you’ll do
Who you are - Qualifications, Experience, Knowledge, and Skills required:
How to apply

**Benefits**:
**Employment Visa**:
The role

To provide administrative support for alumni engagement activities. More specifically, to work with the DARO team in implementing and coordinating a comprehensive programme of events and engagement activities for alumni, donors and other stakeholders in order to support and complement the University’s aim of fostering good relations, and to contribute to wider Development and Alumni Relations priorities.

Appointments are normally made within 4 - 8 weeks of the closing date.

What you’ll do

The Development and Alumni Relations Office (DARO) to appoint an Alumni Programmes Assistant to be an excellent first point of contact and to provide a high level of customer service, supporting University alumni events and other in-person and digital activities, contributing to the delivery of the University’s alumni relations programme and alumni engagement aims. Promoting a positive image of Aberystwyth University and its relationship with alumni and donors is important. The post holder must be comfortable engaging with external contacts at events at the University and off campus, and a confident communicator on the telephone and online. The post holder will have excellent communication and organisational skills and will work as part of a small team to support alumni and development (fundraising) activities. The post holder will need an eye for detail, will ensure that deadlines are met and that high standards of accuracy are maintained at all times. They will exercise absolute confidentiality and a high level of professionalism and discretion.
- To assist the Alumni Engagement Manager and other members of staff in the delivery of events, helping with all logístical arrangements.
- Events to include, amongst others: reunions, receptions, networking groups, dinners, informal gatherings and lectures, and to facilitate alumni-led activities more generally.
- To manage arrangements and required hires/bookings for events, including venues, catering and transport.
- To take a lead role in the delivery and maintenance of shared file systems for events.
- To take a lead role in the delivery and maintenance of DARO information and events webpages and social media presence.
- To support the delivery of the DARO presence at off-campus events, including, for example, the Eisteddfod and the Royal Welsh Show.
- Work closely with the DARO team and colleagues in Academic Registry and GMSR in support of Graduation.
- To provide administrative support to the Alumni Engagement Manager and the DARO team, for example by using the alumni database to manage event bookings and constituent data.
- To support event mailing campaigns, both postal and electronic, for example, through querying the Raiser’s Edge database to create mailing lists, produce address labels and mail merge documents.
- To utilise the Raiser’s Edge database to manage events, including creating queries of attendees, and updating individual and event records.
- To respond to requests from University departments, committees or subcommittees of alumni and other volunteers with specific remits, in support of their role in alumni activities and engagement.
- To use the internet and internal sources of information such the Raiser’s Edge, ASTRA or ABW to inform responses to correspondence and requests. To collate, organise and report on the data in the research areas.
- To provide general administrative support for the Development and Alumni Relations Office for example: filing, answering telephone calls and enquiries, photocopying, dealing with incoming and outgoing mail, including electronic mail.
- To organise own workload effectively, understanding the priorities of the role and taking into account any deadlines set. To have an awareness of external deadlines and communicating these effectively to colleagues, for example responses to consultations or outstanding correspondence.
- To respond to unforeseen events or changes in priorities positively and reschedule work as required.
- From time to time there will be a need to work outside normal office hours.
- To undertake health and safety duties and responsibilities appropriate to the post.
- To be committed to the University’s Equal Opportunities and Diversity Policy, together with an understanding of how it operates within the responsibilities of the post.
- To be committed to your own development through the effective use of the University’s Effective Contribution Scheme.
- To undertake any other reasonable duties requested comme

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