University of Waterloo

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Alumni Relations Program Coordinator

Alumni Relations Program Coordinator

Requisition ID 
Job Category  
Alumni Relations
5110 - Advancement-Alumni Relations
Job Status 
Regular Full-Time
Hiring Range 
$40,264 - $50,330

More information about this job


The Alumni Relations Program Coordinator supports the Office of Advancement’s goals to increase alumni engagement opportunities to further the Advancement pipeline. This position helps support a wide variety of new and ongoing alumni programs and events including: Reunion, geographic alumni events, chapter and global ambassador run events, diploma frames program, volunteer engagement programs, outreach programs, student-alumni bridge programs, athletics events, and all other engagement activities created to deepen and broaden engagement between alumni and the University of Waterloo.


Alumni Program Support

  • Process cash/cheques, online credit card payments and refunds from registration fees for events
  • Reconcile event ticket fees and frames sales for reporting to Office of Finance and event coordinators
  • Reconcile and prepare weekly deposits for frame sales and event registrations including internal transfers, POS machine, online purchases and office sales
  • Support frame sales program including assisting alumni and donors with frames orders and registration, and monthly frames inventory and sales summary reports
  • Create, review and update complex event data procedures for both internal and external stakeholders
  • Apply specialized knowledge of event functionality in the database to accurately record all event activity for the Office of Advancement  Update database records following strict business rules for event tracking and coding
  • Keep informed of changes to the database and/or business rules which may affect event coding
  • Collaborate with Data Steward to ensure integrity of event data
  • Work directly with database vendors for assistance including reporting and troubleshooting
  • Provide front line customer service for internal and external stakeholders around event inquiries
  • Design useful and meaningful reports, queries and solutions for campus-wide alumni professionals and data management
  • Track and maintain various event metrics
  • Maintain and safeguard sensitive and confidential records, and comply with PIPEDA and FIPPA legislation
  • Participate in regular brainstorming opportunities, yearly strategic planning exercises and monthly meetings
  • Conduct research into new alumni engagement programs and their viability at Waterloo
  • Other duties as assigned


Event Support

  • Provide event assistance for large scale alumni events, including: Reunion, Convocations, Alumni Big Ticket, and centrally-led alumni domestic and international events
  • Assist with and maintain ongoing central alumni projects including, but not limited to, updating alumni/donor database, electronic events calendar, and event registration updates
  • Provide backup support for event registration system and shipping
  • Assist with programs targeted at recent graduates, including but not limited to, orientation and student transition activities, Don’s Super Service Days, convocation, and young alumni events
  • Assist with programs targeted at alumni volunteers by providing event preparation support and ensuring volunteer chapter information, including web pages and records, are maintained

Communication Support

  • Write and edit various styles of communication pieces for the alumni blog, Daily Bulletin, and other printed materials
  • Create webpages for events, programs, and related outreach activities, and collaborate with Creative Services when required
  • Participate in and contribute to social media activities at and leading up to events and related outreach
  • Assist with Alumni Awards processing; verify data and create documents as required
  • Support initiatives to advance the volunteer engagement plan


  • Bachelor’s degree or equivalent combination of education and experience
  • Administrative experience
  • Demonstrated experience working in a computerized financial environment including reconciliations
  • Experience working within a campus environment and with university alumni an asset
  • Experience assisting with events for large audiences, with the ability to manage multiple event stakeholders and relationships
  • Understanding of social media platforms
  • Effective print and digital communications
  • Web Content Management System (WCMS) experience an asset
  • Recent or upcoming graduate with keen sense of student life and student services
  • Proficiency in database operations on a customer relationship management (CRM) database or financial system
  • Ability to adhere to privacy guidelines (FIPPA, PIPEDA)
  • Effective organizational skills and attention to detail
  • Ability to handle confidential matters with a high level of integrity
  • Expertise with Microsoft Office (Word, Excel, Outlook); Online survey tool experience an asset
  • Ability to learn new software quickly
  • Ability to manage multiple priorities concurrently and accurately with attention to detail
  • Self-starter and independent thinker who thrives in a cooperative team environment
  • Good writing, editing and/or proof reading experience an asset
  • Keen problem solver with a friendly, professional, customer service-oriented personality
  • Some non-traditional hours, evening and weekend work may be required