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Imperial has more than 245,000 alumni, forming an international community of outstanding scientists, engineers, medical professionals and business leaders. Alumni have a crucial role to play in supporting the College’s long term success, and can benefit themselves from a global, vibrant alumni community supported by services, activities, events and communications, as well as from the strong reputation of the College. It is a key goal of the College to build a stronger, more engaged alumni community and to provide excellent support through a mutually beneficial relationship.

The Alumni Operations Coordinator is a varied role, supporting the work of the Director of Alumni Engagement and the Alumni Engagement team on a range of administrative and cross team projects. The post holder will provide secretarial and administrative support for the Director of Alumni Engagement and will be responsible for coordinating and performing a range of administrative functions to support the smooth operation of the Alumni Engagement team. In addition, the post holder will work on specific projects across the team, as identified by the Director of Alumni Engagement.

It is essential that the post holder understands the Alumni Engagement Strategy and how different projects, communications and programming contribute to the implementation of this strategy.

The post holder will need to be highly organised, able to work in a fast-paced environment and be strongly collaborative and adaptable. The post holder will need to complete detailed tasks as well as support projects that require strong writing skills. The post holder will need to interact with confidence and have a customer-oriented approach with alumni and other members of the team.

Duties and responsibilities

• Provide both project management and administrative support (including comprehensive inbox and diary management, and management of certain correspondence) for the Director of Alumni Engagement.


• Manage the reporting processes within the team and contribute to the quarterly, six monthly and annual report submission on behalf of the Director.


• Arranging travel for Alumni Engagement Office staff attending conferences, off-campus meetings and overseas visits/events.


• Support the development and management of important team projects, as identified by the Director of Alumni Engagement, such as our Alumni Stories/Profile programme and Alumni Awards programme, to include direct liaison with alumni and writing of stories and profiles under the guidance of the relevant team project lead.

• Input and contribute towards other key aspects of the alumni engagement programme, as appropriate, including alumni communications, events and services.


• Contribute to cross-College and cross-divisional projects and events, including but not limited to, assisting with the College’s annual graduation ceremonies in the Royal Albert Hall, the Annual Alumni Celebration, and other projects throughout the year.

• Process all types of payments and expenses for the Alumni Engagement team; manage the Alumni Engagement budget tracker, monitoring expenditure and managing reconciliation.


• Understand and work with the alumni database (The Raiser’s Edge), managing data with integrity, keeping records up to date, building queries for mailings and reports and recording own/the Director’s interactions with alumni.

• Provide general administrative support for all Alumni Engagement Office activities.


• Support the delivery of high-quality customer service.


• Liaise with members of the Division’s ‘virtual admin team’, which includes other assistants and administration staff, to ensure that all aspects of the Division are working smoothly and provide back-up support during periods of leave or heavy workload.


• Contribute to any other projects as directed by the Director of Alumni Engagement.

Essential requirements

To be successful in the role, you would need to demonstrate the following:

• Strong experience of working effectively in an administrative or support role together with experience of managing projects and meeting deadlines.


• Able to demonstrate experience of utilising strong writing skills for correspondence, developing high quality reports and presentations, in working with suppliers and stakeholders, and in support of various communications and engagement projects.


• Strong customer services skills and attitude.


• A strong team player, flexible and co-operative.


• Ability to prioritise and balance complex responsibilities.


• Strong interpersonal skills and ability to develop and maintain good working relationships at all levels internally and externally.


• Excellent oral communication skills, including a confident, helpful and professional telephone manner.


• Understanding of the role of database management in an Alumni Engagement team and the importance of keeping accurate records.


• Enthusiasm for supporting events.


• Able to demonstrate good project management skills.


• Ability to track expenditure against budget and aptitude for finances.


• Ability to resolve issues in a timely, comprehensive courteous and customer-focused manner.


• Advanced Microsoft Office skills particularly Word, Excel and PowerPoint.

Further information

This position is full-time and open-ended. It will be based at Imperial’s South Kensington Campus.

The closing date for this role is 2nd January 2024 and Interviews are expected to be held week commencing 15th January.

Documents

• Appendix A - Advancement Values and Behaviours.pdf


• Job Description - Alumni Operations Coordinator .pdf