Alumni Relations Associate, Alumni Programs

by Ivey Business School

Position Type: Temporary
Location: London, ON
Date Posted: Sep 22, 2022
Experience: 3 Years
Education: College Diploma (2 years)

Job Description

Who you are:

You thrive in a professional environment where on a daily basis you play a key role in managing relationships with members of the Ivey alumni community. You are highly organized and have superior attention to detail that allows you to successfully navigate a dynamic environment. Your contributions are critical to the development of new relationships by developing programming and special events for the Ivey alumni population. Whether independently managing an initiative from start to finish, or being a part of a larger team, you’re committed to high-quality work and continuous improvement. You have your eye on the budget, and find creative ways to work within it, while still achieving objectives. You’re an experienced problem solver and team player who is comfortable taking initiative and thinking on their feet. You are highly organized and have superior attention to detail that allows you to successfully manage competing priorities.

What you’ll do: 

Planning & Execution of Ivey Homecoming

  • Conceptualize, develop, plan Homecoming weekend which includes managing all the associated events and activities, which attract approximately 1,000 alumni annually. 
  • Collaborate with departments across Ivey and Western, including the Dean’s Office, Program Offices, Facilities, Great Hall Catering, the Ivey Events team, and Western Alumni Relations. 
  • Contributes to the development of the Homecoming budget, including; sourcing and requesting quotes for venues, catering, supplies, printing and other required items, as needed.
  • Monitors budget, working with vendors to negotiate pricing or suggesting alternative solutions to deliver a great event experience within budget.
  • Partner with the Director, Alumni Relations, on approvals for any expenditures that fall outside of the agreed upon budget plan.
  • Accountable in ensuring the budgets remain on track, invoice payments are processed and final budget reports are shared.
  • Responsible for a Homecoming budget of $150,000+
  • Manage data, trends and performance reporting processes and analyze participation results year over year to set yearly engagement goals. 
  • Prioritize multiple tasks and projects based on strategic priority and event project plan deadlines, ensuring the project plan remains on schedule and proactively involve other members of the Advancement team.
  • Contribute to the development and implementation of the Homecoming communication plan for alumni and the broader Ivey community through mediums including emails, social media, and event websites.
  • Recruit and manage all reunion class Social Committee volunteers and oversee staffing of Homecoming by recruiting staff, faculty and student volunteers; 
  • Independently source venues to meet the needs of - and enhance - the Homecoming experience for reunion alumni; review contracts and all details pertaining to the event, including but not limited to hotel, catering, and special event and transportation contracts.
  • Provide detailed instructions in advance of events to all service providers and ensure contracts are accurately noted to include pertinent details for the event.
  • Provide on-site support throughout the setup, execution and wrap up of all events to ensure that events run effectively and efficiently and that all stakeholder objectives are met and manages any on-site incidents as required.
  • Ensure all Homecoming attendees are hosted with professionalism and a high degree of service throughout the weekend and have a positive experience and impression of the School.
  • Support the development and printing of all materials needed for Homecoming, including: signage, speaking notes, nametags, welcome packages, speaker gifts, schedules, PowerPoints, participant surveys etc.
  • Manage any last minute changes of guests, venue/facility and catering details and communicate these changes directly to those who it will impact.
  • Promptly respond to phone/email inquiries from students/faculty/guests regarding event-related questions.

Innovate and Manage the Class Liaison Program, including Volunteer Recruitment and Retention                                            

  • Oversee and manage the global Class Liaison network of 300+ alumni to ensure each class/section has representation and connection back to the School.
  • Work with outgoing student executives to enlist Class Liaisons and collaborate with Alumni Relations Associate, Recent Alumni Programs to educate them on Class Liaison Network.
  • Support mentorship opportunities between newly recruited Liaisons with experienced Liaisons.
  • Create and maintain a formal onboarding program for Class Liaisons.
  • Create and implement an annual communications plan to support a strong relationship between the School, Class Liaisons and their respective classes. 
  • Develop and implement an annual virtual Class Liaison Summit to engage the group by providing a platform for them to share best practices and network.

 Plan, coordinate and execute Global Ivey Day events 

  • Work closely with the Director of Alumni Relations and the Ivey Alumni Network, conceptualize, develop, plan and support the execution of Industry and Corporate focused Global Ivey Day events in Toronto.
  • Identify and recruit alumni volunteers to act as hosts of Industry and Corporate events.
  • Prioritize multiple tasks and projects based on Global Ivey Day deadlines.
  • Independently source venues to meet the needs of Industry and Corporate Global Ivey Day events; review contracts and all details pertaining to the event.
  • Contributes to the development of the Global Ivey Day budget, including; sourcing and requesting quotes for venues, catering, supplies, printing and other required items, as needed.
  • Monitors budget, working with vendors to negotiate pricing or suggesting alternative solutions to deliver a great event experience within budget.
  • Partner with the Director, Alumni Relations, on approvals for any expenditures that fall outside of the agreed upon budget plan.
  • Accountable in ensuring the budgets remain on track, invoice payments are processed and final budget reports are shared.
  • Contribute to the development and implementation of the Global Ivey Day communication plan, with a focus on Class Liaison promotion.
  • Staff events with Ivey faculty / staff as required; coordinate all associated logistics.
  • Attend and participate in bi-annual Ivey Alumni Network meetings to understand the Board’s strategy and vision for Global Ivey Day.
  • Manage data, trends and performance reporting processes and analyze participation results year over year to set yearly engagement goals. 

What you have:

Required Education and Experience: 

  • A university degree or relevant college diploma. 
  • Minimum of 3 years of relevant experience; experience in a client facing role that includes event management is strongly preferred. 

Skills and Abilities:

  • Strong client focus and people skills with the ability to build effective relationships with stakeholders including alumni, senior business leaders and students. 
  • Highly effective interpersonal skills with a professional presence and manner.
  • Demonstrated tact, diplomacy and discretion in dealing with internal and external stakeholders including senior management.
  • Proven track record of identifying opportunities for innovation and improvement.
  • Demonstrated skill in planning, coordinating and executing large scale special events.
  • Proven ability to exercise independent judgment and flexibility.
  • Excellent oral and written communication skills and the ability to write effectively and persuasively and to converse easily with senior executives, alumni, faculty, staff and service providers.
  • Proven ability to multi-task and prioritize with an eye for detail, producing high-quality work and meeting deadlines in a demanding environment.
  • Ability to work independently and effectively as a member of the team to achieve department goals.
  • Flexibility with work hours (occasional evenings, weekends and overnight travel are regularly required throughout the year).
  • Proficient computer skills using Microsoft Office, virtual meeting platforms (i.e. zoom), plus an aptitude to quickly adapt to new technologies.
  • Knowledge of website maintenance and social media. 
  • Knowledge of the administrative procedures of the University and the Ivey Business School would be considered an asset.
  • The incumbent must be prepared to work additional and sometimes long hours leading up to and during major events.

 

Location: 

London, Ontario

Position Type

Full Time (35/ hours per week) temporary contract ending in May 2023.

Hiring Range

Based on the salary band for this role, candidates can expect to be offered a starting salary in the range of $55,900-$69,900. When determining salary, Ivey Business School considers the market, candidate experience, as well as internal equity. Once in the role, successful candidates will have the opportunity to progress through the range and beyond the hiring range of the band, through annual increases. 

Application

If you are excited about the opportunity to work for Canada’s most prestigious business school, working alongside the brightest staff, students, and globally recognized faculty, tell us why by submitting your resume and cover letter via the Ivey Careers page today.

Application will close October 5, 2022 at 11:59pm.

Covid-19 

Effective September 7, 2021, all employees and visitors to campus are required to comply with Western's COVID-19 Vaccination Policy.

Equity, Diversity, and Inclusion at Ivey

Ivey Business School is committed to Equity, Diversity, and Inclusion. Please explore Ivey’s EDI homepage for more information on Ivey's commitment to EDI, to read about Ivey’s progress in the EDI Update, and to meet Ivey’s EDI Advisory Council members.

Ivey Business School invites applications from all qualified individuals. Ivey is committed to employment equity and diversity in the workplace, and welcomes applications from women, members of racialized groups/visible minorities, Indigenous persons, persons with disabilities, persons of any sexual orientation, and persons of any gender identity or gender expression.

Accommodation
Prior to the next step in the recruiting process, we welcome you to inform us confidentially if you may require any special accommodations in order to participate fully in our recruitment experience. Please contact us at hr@ivey.ca to notify us of any needs related to completing the job application, and/or throughout the recruitment process.

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Job Location

London, ON

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