Job Description

Job Type:

Employee

Duration in Months

(for fixed-term jobs):


N/A

Job Family:

Administrative Support

# of Open Positions:

1

Faculty/Service - Department:

Alumni Relations Office

Campus:

Main Campus

Union Affiliation:

SSUO

Date Posted (YYYY/MM/DD):

2025/09/18

Applications must be received

BEFORE

(YYYY/MM/DD):

2025/09/29

Hours per week:

35

Salary Grade:

SSUO Grade 07

Salary Range:

$59 038,00 - $74 574,00

Position Purpose

The Alumni and Community Engagement Project Coordinator is responsible for providing administrative support and coordinating a variety of recurring and special projects within the Alumni Engagement team. Under the leadership of the Director, Alumni Engagement, the Project coordinator plans, coordinates, and executes on all aspects of assigned projects, working in collaboration with internal and external stakeholders, including Alumni Association volunteers board members.

In this role, your responsibilities will include:

Serve as a first point of contact for alumni by managing generic email inboxes, answering phone calls, and coordinating alumni card requests to ensure timely, consistent, and high-quality customer service. Support day-to-day alumni engagement operations and provide administrative support by assisting with the coordination and implementation of outreach activities, programs, and initiatives, as well as managing documentation, scheduling data entry, and internal communications to ensure the smooth functioning of alumni engagement efforts. Provide administrative support to the Alumni Association by organizing and coordinating meetings and events to ensure they run smoothly. For this purpose, reserves meeting rooms, makes any necessary catering arrangements, prepares meeting agendas and any other documents, preparing minutes, managing membership data, and coordinating communications to ensure effective governance and collaboration. May make travel arrangements for some participants and will process travel and meeting expenses. Plan, coordinate, and implement cyclical and special alumni and community engagement projects and large-scale events (e.g., alumni association annual general meeting, mentoring programs, new Homecoming offerings, Alumni Awards of Excellence nomination process, etc.) by managing activities, timelines, deliverables, and resources across multidisciplinary teams to ensure projects are delivered efficiently and on schedule. Monitors project progress and budget through all phases by tracking milestones, timelines, and deliverables to ensure smooth execution and timely completion. Contacts various suppliers and negotiates pricing for quotes. Maintain accurate and organized project records to support the efficient management of recurring events and to inform future planning and execution. Develop and maintain positive relationships with alumni and community partners by supporting engagement strategies, tracking interactions, and identifying opportunities to strengthen connections and encourage participation. Assist in the development and distribution of communications and promotional materials to increase awareness, engagement, and attendance for alumni initiatives (e.g., event invitations, newsletters, social media posts) by creating drafts for revision, editing, and translation by Communications and Marketing team. Collect, analyze, and report on engagement data and feedback (e.g., event attendance, survey results, participation metrics) to assess program effectiveness and support continuous improvement. Purchasing and Inventory Control: Makes decentralized purchases of goods and services for the department/program/event, on purchase order or on credit card, in compliance with all relevant policies. Controls an inventory of various supplies, tracks the demand and replenishes stock to meet the needs of internal clients. Ensure alignment with institutional advancement goals by collaborating with colleagues across departments (e.g., communications, development, student services) to support integrated engagement strategies. Coordination of volunteers: Will recruit and direct volunteers for various events and activities.

What you will bring:

University degree in Business Administration, Communications, Public Relations or an acceptable equivalent combination of education and experience. Minimum three years' experience in public relations and or communications. Proven experience in project coordination and working collaboratively with diverse teams and stakeholders. Excellent analytical, organizational, and time management skills, with the ability to work under pressure and meet firm deadlines. Excellent communication skills in both French and English (oral and written), including the ability to prepare promotional content. Effective problem-solving skills, along with sound judgment and professional discretion. Excellent interpersonal skills, with the ability to build and maintain positive relationships and communicate with respect, tact, and discretion. Demonstrated initiative, self-direction, and the ability to work independently as well as collaboratively. Proficiency in writing and editing reports and presentations using a variety of office software programs such as MS Office suite. Experience in databases, email, the Internet, and social media platforms. Ability to develop and track key performance indicators to support continuous improvement. Flexibility to work outside regular hours, including occasional evenings and weekends, especially during peak periods.

#Li-MP1

Key Competencies at uOttawa:

Here are the required competencies for all or our employees at uOttawa:

Planning:

Organize in time a series of actions or events in order to realize an objective or a project. Plan and organize own work and priorities in regular daily activities.

Initiative:

Demonstrate creativity and initiative to suggest improvements and encourage positive results. Is proactive and self-starting. Show availability and willingness to go above and beyond whenever it is possible.

Client Service Orientation:

Help or serve others to meet their needs. This implies anticipating and identifying the needs of internal and external clients and finding solutions on how to meet them.

Teamwork and Cooperation:

Cooperate and work well with other members of the team to reach common goal(s). Accept and give constructive feedback. Able to adjust own behaviour to reach the goals of the team.



The University of Ottawa embraces diversity and inclusion in the workplace. We are passionate about our people and committed to employment equity. We foster a culture of respect, teamwork and inclusion, where collaboration, innovation, and creativity fuel our quest for research and teaching excellence. While all qualified persons are invited to apply, we welcome applications from qualified Indigenous persons, racialized persons, persons with disabilities, women and LGBTQIA2S+ persons. The University is committed to creating and maintaining an accessible, barrier-free work environment. The University is also committed to working with applicants with disabilities requesting accommodation during the recruitment, assessment and selection processes. Applicants with disabilities may contact hrtalentmanagement@uottawa.ca to communicate the accommodation need. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Note: if this is a union position:

The hiring process will be governed by the current collective agreement related to the union affiliation noted above; you can click here to find out more.



If this is a front-line position with responsibilities to interact with students, selected candidates must be rated at the Low Advanced proficiency level or higher for both oral comprehension and reading comprehension in their second official language. The rating is determined by a proficiency test designed by the Official Languages and Bilingualism Institute.


Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to be fully vaccinated against Covid-19 as defined in Policy 129 - Covid-19 Vaccination. This policy was suspended effective May 1, 2022 but may be reinstated at any point in the future depending on public health guidelines and the recommendations of experts.