Alumni Assistant

Job Purpose
Support and advance alumni engagement programmes by acting as the first point of contact for all alumni enquiries. Provide administrative support for the Alumni Team, helping with event organisation tasks, communications, purchasing and maintaining the alumni database.

Main

**Responsibilities**:
1. Respond to alumni enquiries (in person, on the phone or in writing) in a timely and efficient manner, answering questions, providing further information, connecting with colleagues. Knowing when to escalate as required.
2. Provide administrative support to Alumni Engagement colleagues in implementing alumni and volunteer programmes. Assist with all duties by maintaining and developing web content (using the University’s T4 and Net Community platforms), drafting communications and event invitations, drafting social media content (for the University’s Alumni Facebook, Instagram, Twitter and LinkedIn pages), sourcing and collating merchandise for volunteers, donors and events.
3. Use the Alumni Database (Raiser’s Edge software) to maintain accurate records and manage data relating to volunteers, alumni, donors and friends of the University ensuring that information is up to date, accurate and complies with user preferences and legislation. Assist in the process of identifying and managing segments of the database as required.
4. Working in coordination with the College Alumni Officers, undertake a coordination role for reunion events on and off campus. Support volunteers by acting in a liaison role helping to identify and secure Senior Staff speakers, appropriate venue space, catering and AV requirements. Advise on guest list and help circulate communications relating to individual events ensuring compliance with GDPR legislation.
5. Support colleagues with Alumni Association and volunteer administration. Assist in building links with relevant Student Groups.
6. Act as a Purchasing Officer, source goods and services required to fulfil alumni engagement activities and raising purchase orders. Liaising with the University’s travel agents, book travel and accommodation for colleagues advising on the best options in terms of timings and value for money.
7. Support meetings as required through assistance in setting agendas, preparing papers and presentations, and minute taking. Manage diary requests for senior members of the team.
8. In line with other administrative roles within the ER Directorate, be prepared to take on other priority tasks, over and above those set out above, as required.
9. Contribute to the maintenance and development of fundraising web pages. As well as contributing content and messaging on various social media channels.

Knowledge, Qualifications, Skills and Experience

Knowledge/ Qualifications

**Essential**:
**A1 Either**: Ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary knowledge and skills in a similar role. Or: Scottish Credit and Qualification Framework level 5 or 6 (National 5 or 6, Scottish Vocational Qualification level 2 or 3) or equivalent, and experience of personal development in a similar role.
A2 Knowledge of privacy and data protection issues and understanding of the requirements of working with personal and confidential information
A3 Understanding of alumni engagement programmes and how they can be used to support University objectives.

**Desirable**:
B1 Knowledge of current fundraising methodologies in charity or HE sector
B2 Knowledge of the University of Glasgow

**Skills**:
**Essential**:
C1 Good communication (both written and oral) and interpersonal skills with the ability to produce/present clear and concise information to a range of audiences;
C2 Excellent organisational and planning skills with the ability to multitask and solve problems in order to meet agreed deadlines.
C3 Strong IT skills including proficiency with relationship/CRM systems
C4 Excellent attention to detail
C5 Excellent numeracy skills
C6 Ability to work effectively as part of a team but be able to work independently when necessary.
C7 Initiative, tact and discretion to handle personal relationships appropriately
C8 Positive “can do” attitude

**Desirable**:
D1 Ability to create and maintain web content

Experience

**Essential**:
E1 Experience of managing a wide and varied workload with the ability to prioritise and complete tasks meeting assigned deadlines.
E2 Experience and input into a relationship management database such as the Raiser’s Edge.
E3 Experience of using social media to promote activity and information and digital copy-writing
E4 Experience in a customer facing role such as alumni engagement, fundraising, membership.
E5 Experience of working with set budgets, purchasing goods and services.

**Desirable**:
F1 Experience in an alumni relations or fundraising office
F2 Experience of organising events

Terms and Conditions
Salary will be Grade 4, £22,681 - £25,138 per ann