Job Description

Job Category: Marketing & Communications
:
This position is a part of the Non-Academic Staff Association (NASA).
This position offers a comprehensive .
Location - This role is hybrid with a mix of remote and in-person work at Enterprise Square.
The Office of Alumni Relations encourages an active and positive connection between UAlberta and its graduates. With a variety of ways to engage - including volunteerism, advocacy, mentorship, career services, educational and family events, networking opportunities, awards and recognition - our work ensures alumni can continue to be part of the campus community throughout their lives.
Working as an integral member of the Office of Alumni Relations, the Assistant, Volunteers & Regional Chapters supports two portfolios in the office. This position works to involve alumni in student mental health support, mentoring, alumni events, and community service volunteer opportunities. The Assistant also supports outreach programming to alumni who live outside of the Edmonton area through the Regional Chapters program. These portfolios are designed to strengthen relationships between alumni and the University.
Reporting to the Manager, Alumni Programs, this position is responsible for managing the administration of these two key portfolios. This administrative support includes event preparation and registration, organizing data, preparing reports, scheduling volunteer shifts, managing communications and the distribution of key information to volunteers and guests. The Assistant, Volunteers & Regional Chapters openly contributes to a creative and dynamic team, providing suggestions and ideas that positively affect the overall improvement and growth of programming in these two portfolios.
Responsibilities:

• Assists in the development of plans to create programs that increase involvement of volunteers and/or guests in Alumni Association activities.
• Manages volunteer and regional event registration process including sets up registration sites, corresponds directly with volunteers and guests via phone and email, generates lists and nametags, deposits ticket fees.
• Manages databases and codes volunteer and event participation into the Alumni database.
• Prepares volunteer and event participation reports and briefing notes for staff and administrators.
• Provides calm and flexible onsite leadership at events or volunteer activities, assisting with coordination of on-site logistics and assigning volunteer tasks.
• Participates in the delivery of volunteer orientation/training information and provides onsite briefings for volunteers at events.
• Assists with the creation of and manages the distribution of key communication pieces to help engage, inform and thank volunteers and guests.

Qualifications:
Minimum
Post Secondary Diploma or Certificate
Two or more years of administrative experience within an office environment
Proficiency in Microsoft Office and Google Workspace products (Gmail, Calendar, Docs etc.)
Strong Interpersonal and teamwork skills
Excellent verbal and written communication skills
Ability to meet deadlines and manage multiple priorities
Proven organizational skills and customer service focus
Highly attentive to detail and accuracy
Ability to lift boxes of 20 lbs or less
Preferred
University degree
Knowledge of the University of Alberta
Experience with volunteer management, public relations and/or event planning
Familiarity with Zoom
Experience working with a variety of different cultures or demographics
Knowledge of PeopleSoft
Valid driver's license
About Us:
The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Metis, Inuit and all FirstPeoples of Canada, whose presence continues to enrich our vibrant community.
The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.
Your work will have a meaningful influence on a fascinating cross-section of people - from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. .
At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.
We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.
All University employees have a responsibility to foster a workplace that prioritizes safety in all its forms-physical, cultural, and psychological. This is achieved by promoting a safe environment, adhering to all safety laws, policies and procedures, completing all required safety training, identifying hazards and implementing controls, reporting incidents, and contributing to a culture of belonging and respect, while endeavoring to ensure that all colleagues feel valued and safe to express their thoughts, perspectives and concerns.
The University of Alberta is committed to creating a university community where everyone feels valued, barriers to success are removed, and thriving connections are fostered. We welcome applications from all qualified persons. We encourage women, First Nations, Metis and Inuit persons, members of visible minority groups, persons with disabilities, persons of any sexual orientation or gender identity and expression, and all those who may contribute to the further diversification of ideas and the University to apply.
L'Universite de l'Alberta s'engage a creer une communaute universitaire ou chaque personne se sent valorisee, ou les obstacles a la reussite sont elimines et ou des connexions enrichissantes peuvent se developper. Nous accueillons les demandes de toutes les personnes qualifiees. Nous encourageons les femmes; Premieres nations, Metis et Inuits; membres des groupes minoritaires visibles; personnes handicapees; personnes ayant une orientation sexuelle ou une identite et une expression sexospecifique; et tous ceux qui peuvent contribuer a la diversification des idees et a l'universite a postuler.
About the Team:
The leads the University of Alberta's efforts to enhance and protect its reputation locally, nationally, and globally. This role oversees the development and execution of strategic initiatives that shape how internal and external audiences perceive the university.
With a focus on communication, engagement, and relationship-building, the Vice-President provides leadership for Communications and Marketing, Alumni Relations, Advancement, and Government and Community Relations. These teams collaborate to support the university's brand, foster donor and alumni engagement, and establish strong connections with public and community partners.
Through these coordinated efforts, the Vice-President - External Relations ensures the university's image, influence, and impact are advanced in alignment with its mission, values, and long-term goals.

Skills Required