Database and Gift Coordinator

Transcription

1 Job Title Faculty/ School/Department Responsible to: Responsible for: Alumni Relations Manager Marketing and Communications Head of Development and Alumni Relations Alumni Relations Officer Database and Gift Coordinator Job Purpose Lead on the day-to-day development and delivery of the University s alumni relations strategy to foster excellent and meaningful relationships between the University and its alumni. Play a leading role in ensuring alumni relations supports departmental and University-wide strategic goals. Recruit and manage alumni to support the University in achieving its strategic goals voluntarily in a range of ways. Main activities and responsibilities 1. Direct operational responsibility for the development and implementation of effective alumni relations. 2. Develop and implement an effective alumni relations strategy, liaising closely with the Head of Development and Alumni Relations. 3. Lead the alumni relations team in devising, implementing, delivering and evaluating a full range of alumni communications, determining the message and vehicle for all communications. This will include, but is not limited to: - Producing the alumni association magazine including contributing ideas for content, sourcing copy and mages writing and editing. - Producing a range of e-newsletters - Producing membership and benefits leaflets - Writing, editing and uploading content to the alumni section of the University website - Generating extensive social media content and engagement. 4. Lead the alumni relations team in devising, implementing, delivering and evaluating a range of alumni events. 5. Develop and maintain senior contacts and collaborative networks within the University and its Faculties to ensure alumni activities meet their needs. 6. Work closely with the Head of Development and Alumni Relations to ensure that alumni relations activity supports fundraising goals. 7. Develop and deliver alumni employability programmes and services to support the University s employer engagement and graduate employment objectives, working closely with colleagues in Student Services, Enterprise, Innovation and Business Engagement and across the University to deliver (including but not limited to): - Mentoring - Placements - Graduate case studies 8. Develop and manage other services and benefits for alumni which contribute to their continuing engagement with the University. Negotiate contracts and manage suppliers as appropriate. 9. Plan and manage high profile alumni events such as the Alumni of the Year awards. 10. Be responsible for developing relationships with a portfolio of high profile, influential alumni, integrating them where appropriate into University advisory boards, committees and other activities. 11. Be responsible for the integrity of alumni data, directing alumni relations and database staff as appropriate. 12. Provide advice to senior managers and University leaders on alumni relations.

2 13. Ensure a consistently high standard of writing and content generation, personally and across the team, in alumni content across a range of print, and online channels. 14. Manage the alumni relations budget. 15. Undertake biographical research on alumni, key stakeholders, Honorary Doctorate holders etc. and provide briefing reports for senior colleagues. 16. Establish agreed standards for responding to alumni enquiries via , telephone, online and post and ensure these are met. 17. Undertake a broad range of analysis to produce meaningful management information reports on all alumni activities. Provide regular and ad-hoc reports to the Head of Development and Alumni Relations, Director of Marketing and Communications, and other colleagues. 18. Assist and support the wide range of activities undertaken within the Department in support of student recruitment, including open days, applicant visit days, business/community events, Clearing and the production of marketing collateral. Additional Key Requirements: Managing people and resources Manage the alumni relations team, its budget and resources. Manage external suppliers. Manage alumni volunteers, including key senior stakeholders. Communication Communicate with alumni, stakeholders and colleagues in order to influence, persuade, advise and deliver results. Build and develop strong relationships with alumni and other stakeholders and present the University to best effect. Teamwork and collaborative working Work collaboratively with colleagues in VCO, Faculties and other departments across the University to provide effective alumni development which is aligned with the University s strategic plan. Act to resolve conflicts within and between teams. Work flexibly and as a team member providing assistance and advice in other areas of work when needed. Initiative, problem solving and decision making Provide advice on issues relating to alumni relations across the University. Identify and drive forward opportunities to engage with alumni, improving the effectiveness of alumni relations. Resolve problems affecting the alumni relations team and/or the delivery of alumni services and events Undertake analysis on alumni activities. Proactively identify and deliver the information required to deliver alumni campaigns, events and other activities and assess the benefits. Work environment Be aware of the risks in the workplace and the potential impact on their own work and that of others. In own area of work conduct risk assessments, take steps to reduce hazards and take responsibility for the health and safety of self and others.

3 Person Specification A degree or equivalent Relevant professional qualification or evidence of equivalent experience and achievements in a relevant area such as marketing, public relations, fundraising or similar. Evidence of commitment to continuing professional development. A high level of literacy and numeracy Excellent IT skills including advanced knowledge of word processing, spreadsheet and presentation software packages, preferably Microsoft Word, Excel and PowerPoint. Knowledge of and experience in managing personal data through effective use of a CRM system such as Raisers Edge. Experience of working in Higher Education is desirable. Experience of devising and managing a range of events. Experience of operational management of projects and resources. Excellent team working skills with the ability to work collaboratively and co-operatively with colleagues Exceptional interpersonal skills with an articulate, confident and diplomatic approach to communications. Excellent networking skills, with the ability to instigate and manage relationships with a wide range of senior contacts both internal and external to the University. Ability to assimilate written and verbal communication quickly, draw conclusions and make appropriate responses. Excellent attention to detail, with the ability to maintain a high level of accuracy whilst working at pace. Ability to work under pressure, meet tight deadlines and manage competing priorities on own initiative. Ability to produce a high standard of written copy and correspondence. Excellent understanding of data protection and other relevant legislation with a confident approach to good information governance. A self-managing and achievement orientated work style with the ability to work successfully to tight deadlines. Adaptable approach and good problem solving skills with the ability to remain calm

4 under pressure and respond sensibly to the unexpected. Able to demonstrate significant experience in: Developing and implementing stakeholder engagement strategies, ideally in alumni relations or a membership environment. Developing and implementing communications strategies, ensuring plans integrate with overall brand and marketing strategies. Managing staff and providing positive and imaginative leadership. Managing budgets and resources Setting an overall framework of goals, objectives and performance monitoring regarding the work of others. Line management, demonstrating an ability to both support and challenge colleagues in order to achieve the best outcomes. Representing an organisation to key external stakeholders. Influencing the decisions of others, internally and externally. Creating and editing lively and engaging copy for a diverse range of channels including print, , social media and web. Special requirements Able to undertake duties at different premises including any University campus as required. Expected to work outside of normal office hours at various locations as required to attend and manage events All marketing and communications staff are expected to engage in the wide range of activities undertaken within the Department in support of student recruitment including open days, applicant visit days, business/community events, Clearing and the production of marketing collateral. Restriction are in place relating to the booking of holiday during times of peak activity such as mid-august. Expectations of all staff Professional standards All staff employed by Birmingham City University are expected to exhibit high professional standards which promote and demonstrate the University s core values of Excellence, People Focused, Partnership Working, Fairness and Integrity. Equal Opportunities All staff are expected to understand and enact the University s commitment to ensuring equality and diversity in all activities. This commitment is enshrined in the Equality Statement and core values. Dignity at work Every member of staff has a responsibility to ensure colleagues are treated with dignity and respect. The University is committed to creating a work environment for all staff that is free from

5 harassment, intimidation and any other forms of bullying at work, where everyone is treated with dignity, respect and professional courtesy. Health and safety The arrangements for meeting the University s health and safety objectives are contained in the Birmingham City University Health and Safety Policy. This includes the responsibilities of key staff and procedures covering the main activities of the University. All staff are expected to take reasonable care of themselves and those that may be affected by their actions. Dress code The University does not operate a formal dress code for its employees, other than for those who are provided with uniform and/or protective clothing. However, employees must ensure that their dress is professional, reasonably smart and appropriate for the situation in which they are working. All staff should ensure that they present a professional image and one that reflects sensitivity to customer perceptions. This may reflect their ethnicity and lifestyle, but should not be provocative or cause offence to those with whom they have contact. Citizenship All staff are expected to adhere to good citizenship, being generous with help and support to others, collaborating with colleagues and working for the benefit of the University as a whole. In particular working to provide a positive student experience and achieving excellence in all the University s activities. This job description indicates the expectations of staff at this level. Job descriptions are not exhaustive and you may be required to undertake other duties of a similar level and responsibility.