Events and Volunteer Coordinator

**Description**:
The College ensures that its already strong links with alumni and supporters are maintained through its Development Office. The seven-person team keeps in touch with alumni and supporters through face-to-face meetings, events, publications and social media. It solicits financial support from its alumni which helps fund College initiatives and priorities.

The Events and Volunteer Engagement Coordinator will be responsible for building strong and positive relationships with the alumni body through regularly scheduled events (online and in person) in College and elsewhere, and by encouraging and supporting the activity of alumni volunteer groups: the Alumni Society committee, our year reps, various networks, enabling the College to reach its community.

**Key Responsibilities**:
**Event Planning and Development**
- Work with departments within the College to book events based in College, consulting with key senior members of the College over key decisions where appropriate.
- Organise alumni events in London, around the country, and abroad as necessary and to make travel arrangements for key staff attending.
- Work with the Principal’s Office to support the Principal’s event programme including inviting alumni, monitoring responses, sending out meeting links (if online) or joining instructions and providing live backroom support where necessary.
- Prepare and monitor event budgets in line with agreed annual expenditure.
- Produce invitations and ensure the effective promotion and communication of events.

**Event Management**
- Ensure all internal stakeholders are kept informed of alumni events and those attending.
- Maintain and update the Development Office’s event booking sections on the College website, and publish alumni events on the College intranet.
- Record all event RSVPs on the database, booking accommodation, ensuring all payments for events are correctly logged and banked, and send confirmations as and when required.
- Produce periodic attendee lists and payment reports to keep track of event participation.
- Ensure the smooth-running of all alumni events including the preparation of attendance lists, badges, place cards, programmes, and seating plans.
- Manage on-site tasks such as guest registration, audio-visual set-up, seating changes, etc.
- Attend events and ensure their smooth running, many of which will be outside of standard hours. Time off in lieu will be offered.
- Brief internal senior staff attending with the guest list and running order prior to the event.
- Produce reports on events for the Development Committee and the Brasenose Alumni Society Committee including finances, attendance and any future recommendations.
- Organise requests for alumni to attend dinners in College, accommodation and other requests, ensuring alumni are dealt with in a prompt and courteous manner.

**Managing Alumni Volunteers**
- Maintain and develop alumni volunteers to continue to deliver the existing networking events including but not limited to the 1974 Women’s network, and the recent graduate network and Brasenose in Business events.
- Attend and provide updates on alumni events at three meetings a year with the Brasenose Alumni Society (group of volunteer alumni).
- Develop the alumni Year Rep network, working alongside alumni volunteers.
- Develop ways to make our volunteers feel valued and supported by the College.

**Alumni Enquiries**
- Act as a first point of contact for general alumni, donor, and volunteer enquiries, monitoring several inboxes and answering calls with the aim of helping our community to feel connected and valued.

**General Duties**
- The post holder will be required to be familiar with, and work in accordance with, all College’s policies and procedures.
- To participate in training and development required by the College.
- To be willing and prepared to undertake any other duties as directed by the Development Director and Senior Development Officers.
- To be vigilant and take responsibility for ensuring the Development department and College property and equipment is kept safe at all times.
- To ensure all personal data relating to individuals is kept confidential in accordance with College policies and relevant data protection regulations.

**Skills, Knowledge and Criteria**:
**Essential**
- Ability to communicate effectively at all levels, adapting styles as required.
- A goal oriented, driven, proactive, team player with energy and enthusiasm.
- A high level of tact, diplomacy and sensitivity to confidentiality.
- Highly organised, systematic, meticulous and reliable.
- Oral and written communication of a very high standard.
- The ability to learn new skills and systems quickly and develop good office IT skills.
- Excellent organisation skills, forward planning and the ability to work in a methodical way.
- Socially confident, outgoing, friendly and articulate.

**Desirable**
- University degree.
- Sound working knowledge of Microsoft Office packages.
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