Job Description

BCIT\xe2\x80\x99s Advancement Division is currently seeking a regular, full-time (1.0 FTE ) Alumni Relations Coordinator. With the overarching goal to build lifelong relationships between BCIT and alumni, this job works independently and in collaboration to create, update, implement and coordinate alumni and student engagement programs and services, and revenue generation and growth programs. Responsible for the coordination of programs around revenue growth including, event and volunteer management, sponsorships and affinity partnerships execution. The Coordinator serves as a resource to the department, manages alumni and stakeholder relationships and inquiries, and assists in developing and implementing best practices that build vibrant alumni communities.


Duties & Responsibilities

DUTIES & RESPONSIBILITIES :

• Provides support to the Manager by providing input to and participation in establishing proactive and strategic engagement initiatives and revenue generation programs in order to enhance and facilitate growth and development of the Advancement division\xe2\x80\x99s business objectives.
• Contributes to the development of a comprehensive Institute-wide student and alumni engagement program and is responsible for its implementation.
• Measures program outcomes and tracks metrics of alumni and student relations and engagement initiatives to ensure continued engagement and cultivation of students and alumni to enhance their relationship with BCIT and facilitate lifelong relationships.
• Contributes to the planning, coordination and implementation of BCIT\xe2\x80\x99s student and alumni engagement programs.
• Supports the Manager in the development and implementation of new initiatives to advance BCIT\xe2\x80\x99s and the BCIT Alumni Association\xe2\x80\x99s strategic plans.
• Maintains and enhances partnerships with schools, departments and student organizations to coordinate and deliver student and alumni event related activities.
• Supports and assists student leaders in the design and delivery of programs that provide connections and learning/mentoring opportunities with alumni.
• Coordinates the Alumni Association Sponsorship program: works with internal student clubs and external organizations to promote sponsorship opportunities, reviews applications and makes recommendation to Manager and Director on sponsorship allocations.
• Serves as staff liaison to the Student Association ensuring Alumni Relations Office programs successfully integrate and compliment Student Association programs; promoting opportunities for students including Student Leader Award and Alumni Association sponsorship program.
• Consults and collaborates with affinity partners to ensure contractual obligations are maintained throughout the contract period.
• Develops and implements the new alumni program; promotes new alumni engagement and special events.
• Maintains Alumni Perks Programs by promoting opportunities to the wider alumni base, prospecting and securing new contracts with business partners that offer revenue, in-kind gifts, and/or dIscounts.
• Attends events (in-person or virtually) to assist with or to provide on-site support regarding set-up, seating, greeting guests, managing volunteers, handling last minute details or changes, and overseeing the alumni pop-up store. Arranges for specific materials for events including gifts and certificates for presenters or guests.
• Supports overarching Advancement department with alumni and stewardship related events
• Participates in evaluation of alumni programs and services. Collects and records statistical information and feedback, analyzes, documents and reports results, makes recommendations and integrates suggestions and improvements into programs and services.
• Develops and maintains a thorough understanding of BCIT Raiser\xe2\x80\x99s Edge relationship management system.
• Implements and monitors protocols for the alumni relationship management database and generates reports and lists as required.
• Coordinates a variety of hard copy and electronic filing systems to ensure accurate alumni and student records are maintained.
• Prepares regular activity and budget reports for program for review by the manager.
• Monitors program supplies and Alumni merchandise and orders as required.
• Responds to questions/inquiries via telephone and/or email from potential event attendees, participants, guests, volunteers and others, and provides information about programs and events. Refers inquiries to website for further information or to other staff members, as appropriate
• In conjunction with the Manager, creates, maintains Volunteer Program policies, practices and standards.
• Liaises with all BCIT schools, programs, and Student Association to keep abreast of alumni opportunities.
• Develops training program materials and participates in training sessions.
• Understands and presents opportunities available to alumni, volunteering opportunities including speaking at events, board and committee participation, and mentorship programs.
• Consistently tracks all volunteering participation in Raiser\xe2\x80\x99s Edge.
• Supervises large groups of volunteers, matches volunteer recruits to assignments, arranges or conducts volunteer orientations and training, provides feedback and maintains records in required databases and produces reports as required.
• Coordinates appreciation and recognition activities.
• Participates in Records Custodian training and remains current with record keeping practices, policies and procedures (both BCIT and FOIPOP).
• Undertakes related duties as assigned consistent with the job grade for this position.

Qualifications

QUALIFICATIONS:

Definition:
The qualifications section for this job was developed using the approved job evaluation plan, agreed to between the BCGEU and BCIT. The qualifications represent the minimum qualifications required in the future (i.e. to be reflected in job postings) and do not reflect the incumbent\xe2\x80\x99s existing qualifications.

Education:

• Two-year diploma in Marketing, Communications, Business or related discipline, including courses in event management, communications, customer relations and human resources.

Experience:

• Two years of general experience plus two years related experience working with alumni, student development or other constituents of post-secondary institution.
• Experience working in volunteer groups/organizations, event management and/or program coordination.
  

Software/Computer Application(s) and Expertise:

• Proficient with the use of Microsoft Office (Access, Excel, Word), internet applications including social media, Adobe Acrobat, Raiser\xe2\x80\x99s Edge or similar fundraising database.
• Knowledge of project management applications, web publishing and e-communications tools.
  

Communication/Interpersonal Skills:

• Demonstrated leadership ability, professionalism, diplomacy and program management skills.
• Strong people management and conflict resolution skills.
• Excellent interpersonal and communication skills with the ability to work collaboratively in a team environment, independently, and with all levels of internal staff
• Superior attention to detail and accuracy.
• Demonstrated commitment to exceptional customer service.
• Demonstrated superior writing, speaking and presentation skills.
• Ability to exercise initiative, judgment, tact and diplomacy when dealing with students, alumni and volunteers.
  

Administrative Skills (e.g. prioritizing, minute taking, wp speed, etc.):

• Proven ability to plan and organize events, lead promotion activities, and coordinate and support student and alumni programs.
• Ability to lead others and successfully handle projects that involve multiple stakeholders.
• Proven time management and organizational skills.
• Demonstrated ability to work under pressure, meet tight deadlines and effectively handle changing priorities.
  

Other Skills/Abilities:

• Must have the ability to accommodate flexible hours, attending events, delivering workshops or providing evening and weekend training.
• Ability to work with a diverse group of volunteers, staff, and board members.
• Must be able to travel with supplies & equipment between events in and around the lower mainland.

Additional Information

Benefits \xe2\x80\x93 Why you\xe2\x80\x99d love working with us

• Competitive pay
• Minimum of fifteen days of vacation
• Competitive employer-paid extended health and dental plan \xe2\x80\x93 take a look at our benefit plans!
• Defined benefit pension plan with employer contributions
• Flexible hybrid work arrangements available
• Professional Development funds and resources
• Access to most BCIT Flexible Learningcourses free of charge
• Wellness and Employee Assistance programs
• Complimentary membership with free access to the Fitness Centre, Gymnasium, and more

BCIT values diverse experiences, ideas, cultures and perspectives and is committed to fostering a diverse and inclusive workplace. As an equal opportunity employer, we encourage applications from members of all groups experiencing barriers to equity. If you require accessibility accommodations during any part of the application or hiring process, please contact RecruitmentAssistant@bcit.ca so we can best support you. Please note that all applications must be submitted via the careers page portal, email applications will not be accepted.

The British Columbia Institute of Technology acknowledges that our campuses are located on the unceded traditional territories of the Coast Salish Nations of xwm\xc9\x99\xce\xb8kw\xc9\x99y\xcc\x93\xc9\x99m (Musqueam), S\xe1\xb8\xb5wx\xcc\xb1w\xc3\xba7mesh (Squamish), and s\xc9\x99l\xcc\x93ilw\xc9\x99ta\xc9\x81\xc9\xac (Tsleil-Waututh).


Salary Range
Salary Grade 8: $54,753 - $59,521 per annum.


Additional Salary Information
External hires are initially placed at the minimum of the salary range with set progressions to the maximum as per the Collective Agreement. Salary prorated based on percentage and term of appointment.


Position Details



Posting Category
Administration


School/Service Area
Alumni


Campus Location
Burnaby campus


Bargaining Unit
BCGEU Support Staff


Job Status
Regular


Full-Time/Part-Time
Full-Time


Number of Vacancies
1


Anticipated Start Date
02/20/2023


Anticipated End Date



Competition Information



Competition Number
23B197


Competition Open Date
01/28/2023


Competition Close Date



Open Until Filled?
Yes