Job Description

Union (USW Local 1998) Job Opportunity

Office of the Registrar and Academic Advising

Posting Date:

May 26, 2025

Closing Date:

June 9, 2025

Position Title:

Student and Alumni Affairs Coordinator

Department:

Office of the Registrar and Academic Advising

Appointment Type:

Continuing / Permanent

Classification:

USW Payband 10

Salary:

$68,580 with an annual step progression to a maximum of $87,702

Schedule:

Full-time, 35 hours per week.



Victoria University is committed to equity in access to employment and a diverse and inclusive workplace. The University encourages applications from racialized persons/persons of colour, women, Indigenous people, persons with disabilities, 2SLGBTQI+ persons, and others who may contribute to the further diversification of ideas. If you require accessibility accommodation, please contact the Human Resources Department vic.hr@utoronto.ca.

PURPOSE:

Reporting to the University Registrar and working in collaboration with the office of Alumni Affairs & Advancement (AA&A), the Student & Alumni Affairs Coordinator is responsible for forging connections between current Victoria and Emmanuel College students and Victoria University alumni and donors through various stewardship activities including events, general communications, and mentorship opportunities.



The Student & Alumni Affairs Coordinator will assist with the organization and presentation of a number of donor-student meet and greet events, e.g., AA&A Chancellor's Council donor reception. They will assist in the preparation and delivery of the ORAA Student Awards Gala. They may liaise directly with students, alumni and donors on the logistics of online or in-person meetings.



The Student & Alumni Affairs Coordinator will assist the in selecting student award and medal recipients to best match the criteria as detailed in scholarship and award gift agreements, and will provide the full student award information to AA&A each year in a timely manner. They will also oversee the collection and distribution of student thank you letters to donors; maintain and update Awards Explorer for both Colleges; and serve as a liaison between AA&A and ORAA regarding donors to both Victoria and Emmanuel Colleges.



The Student & Alumni Affairs Coordinator will work closely with the Mentorship Coordinator & Alumni Liaison in AA&A, and the Academic Advisor Equity and Outreach in ORAA around the development of a small number of alumni-to-student mentorship relationships offered by the ORAA as part of the VOLT (Victoria Opportunities for Leaders of Tomorrow) program at Victoria College. They will also assist in the coordination of one-time informational interviews for students by discipline of study and career-specific informational panels (e.g., law school, medical school, psychotherapy, spiritual care leaders).



The Student & Alumni Affairs Coordinator will work with the Emmanuel College Recruitment and Outreach Coordinator Officer and the Alumni Affairs Officer for Victoria University to identify and train Emmanuel alumni/ae in the role of recruitment ambassadors.



The Student & Alumni Affairs Coordinator will work closely with the Mentorship Coordinator & Alumni Liaison in AA&A and the Recruitment and Outreach Coordinator at Emmanuel College to help support the Emmanuel College mentoring program.



The incumbent will provide a liaison between the Vic U Communications Department on student award recipients' stories or award promotion videos.



The incumbent will assist in developing strategies to measure the effectiveness of existing ORAA and AA&A programming and subsequent additions and/or adjustments to the programming through on-going analysis.



The Student & Alumni Affairs Officer will provide a high-quality experience for students, alumni, donors and the Vic community in person, over the phone, by email and online.

DUTIES:

Event Coordination

Organize and Attend Events: Coordinate donor-student meet and greet events, such as the AA&A Chancellor's Council Donor Reception, and assist with coordinating award recipients' engagement at the ORAA Student Awards Gala. Depending on the event this may include venue selection, catering, invitations, and event schedules. This will require the need for meticulous planning as well as coordination with multiple stakeholders. Liaise on Meeting Logistics: Coordinate the logistics for online or in-person meetings between students, donors and alumni, ensuring smooth communication and scheduling. This will require careful and appropriate communication and problem solving. Select Award Recipients: Assist in the selection process for student awards and medals, ensuring recipients meet the criteria stipulated by gift agreements, typically done over the summer months. Oversee Thank You Letter Initiative: Manage the process of collecting, editing and sending thank you letters from students to donors, as part of the Donor Fund Report process each year. Ensure timely and personalized communication and that students' confidentially is maintained. Maintain Awards Explorer: Regularly update the Awards Explorer database for Victoria and Emmanuel College with current information on awards and recipients. This includes the addition of new award terms and revisions to existing awards. Ensure that these entries are made for each College as soon as decisions are made at Senate meetings.

Mentorship Programs

Mentorship Relationships: Work with the Mentorship Coordinator & Alumni Liaison to establish and support alumni-to-student mentorship relationships, including matching mentors and mentees for a select group of programs, specifically the Emmanuel College Mentorship Program, VOLT mentorship program, and informational interviews related to specific academic discipline e.g., Law, Medical School, Psychotherapy, etc. VOLT Program Mentorship: Collaborate with the Academic Advisor Equity and Outreach to develop a mentorship program for Black/Indigenous/Racialized alumni and students. Emmanuel College Mentoring Program: Assist the Recruitment and Outreach Coordinator at Emmanuel College in supporting their mentoring program, ensuring alignment with overall goals and needs of Emmanuel College students. Informational Interviews and Panels: Organize and support one-time informational interviews and career-specific panels, coordinating with the Mentorship Coordinator & Alumni Liaison, alumni and students. Emmanuel Recruitment: Assist the Recruitment and Outreach Officer and Alumni Affairs Officer for Victoria University with developing a group of proud Emmanuel alumni to support recruitment activities.

Communications and Liaison

Liaise with Communications Department: Work collaboratively with the Communications Department to promote stories or videos about student award recipients, ensuring alignment with ORAA and AA&A. Identify potential student stories by remaining closely connected to the student community and their activities. Working closely with the ORAA and the Dean of Students Office to stay abreast of individual student activities and successes. Provide High-Quality Experience: Ensure a positive experience for students, alumni, donors and the Vic community through various communication channels (in-person, phone, email, online). Collaborate with Departments: Work closely with various departments at Vic, including the Office of the Registrar & Academic Advising, Alumni Affairs & Advancement, and the Dean of Students' office.

Program Coordination and Analysis

Program Effectiveness: Suggest and implement improvements for existing programming, using data analysis and feedback received.

REQUIRED QUALIFICATIONS:

EDUCATION

Undergraduate university degree or equivalent combination of education and experience.



EXPERIENCE

A minimum of 4 years related experience in alumni relations, student affairs, campus or community organizations, career development, employer engagement, government or related sectors. Experience facilitating engagement and fostering relationships with a variety of stakeholders. Excellent customer relations skills and experience. Strong event management skills and experience. Experience actively working with volunteers and a proven ability to engage with them. Experience in program development and delivery through co-planning and executing initiatives with post-secondary partnerships with a proven track record of success. Experience with development, tracking and reporting on relevant metrics, learning outcomes and conducting evaluations. Database management.

OTHER

Excellent oral and written communication skills. Strategic and creative thinker who is detail-oriented, highly motivated, diplomatic, and effective at problem-solving. Knowledge of Victoria University and the University of Toronto is an asset. Proficient with Microsoft Office Suite, web-conferencing tools, and SharePoint. Proven ability to build collaborative, productive, and respectful relationships with students and alumni from diverse backgrounds. Capable of managing a wide range of tasks while exercising tact and sound judgment. Strong service orientation with an understanding of varying expectations from colleagues and external stakeholders.

TO APPLY:

Internal candidates are asked to submit their applications online by logging onto Dayforce. Please visit https://www.vicu.utoronto.ca/careers/ and click Internal Opportunities to login and apply.



External Candidates may proceed by clicking "Apply Now" above.



Victoria University thanks all applicants for their interest, however, only those selected for an interview will be contacted.