Dal position

DALHOUSIE UNIVERSITY

JOB DESCRIPTION


Position Title: Alumni Officer - Events

Department: Office of External Relations

Date Established:

Reports to: Director of Alumni Relations and Annual Giving

Name of Incumbent:



Purpose of Position:

External Relations exists to support the strategic priorities of Dalhousie University. This is achieved by fostering an environment for alumni and friends that will encourage and enable them to volunteer for the University throughout all levels of the organization and to raise money to support Dalhousie's strategic initiatives. Reporting to the Director of Alumni Relations and Annual Giving, the Alumni Officer has an overall responsibility for the organization, planning and execution of a wide variety of programs that support a comprehensive Alumni and External Relations program.


Major Responsibilities:

Develop and deliver alumni programs that encourage and foster relationships with nearly 90,000 Dalhousie alumni.


Statement of Responsibility:

Event Management:

Estimated percent of time: 30%

Representative Duties:

Plan, organize and execute events that include dinners (for up to 500 people), receptions, donor recognition activities, golf tournaments, awards banquets, etc. Each year, alumni officers organize thirty to forty events. While some events are held in Halifax, most are held in cities across Canada, the United States and outside of North America.
Provide leadership and advice in planning events, including all components of special event management from room bookings, menu selection, contractual commitments, follow-up and appropriate thank you's post-event.
Secure event sponsorship and ticket revenue for various events.
Manage budgets pertaining to specific events. Total budget for event management is $120,000.
Manage data requests, refine lists for mailing and volunteers, and ensure updates are made on Banner.
Analysis (qualitative and quantitative) and evaluation of event demographics and attendance.
Work with Associate Director of Donor Relations on developing strategy and implementing it as it pertains to donor recognition events.


Volunteer Management Estimated percent of time: 15%

Representative Duties:

On behalf of External Relations, design and develop a volunteer management plan.
Engage alumni volunteers locally, nationally and internationally to work with and on behalf of Alumni Relations. As many as 50 volunteers are managed each year. This often includes very senior alumni who are in an position to be influential and generous.
This includes identification, recruitment, training, planning, managing, providing feedback, rewarding and referring good volunteers to other institutional leaders.
Examples of volunteer leadership include reunion leaders, chapter/regional leaders, student volunteers, etc., all of whom are significant community leaders.

Communications/Marketing: Estimated percent of time: 30%

Representative Duties:

Ensure success of revenue generating projects, including event ticket sales, event sponsorship, etc.
Develop and manage programs to generate revenue on behalf of the department.
Handle cash and credit card sales of approximately $100,000 over the course of a year.
Work with Dalhousie and external technical teams to develop videos and other audiovisual presentations. This includes everything from concept development, interviews, working with the camera team, editing, etc.

Research/Evaluation: Estimated percent of time: 25%

Representative Duties:

Design and conduct surveys to determine event success and identify means for continuous improvement.
Work closely with Annual Giving to determine the relationship between event participation and financial support of the university.
Research through networking with colleagues in other institutions, locally and throughout North America, to generate new ideas pertaining to event management and evaluation, communications, etc.
Research, analyze and manage new program development, including a new student and a new seniors program.


Freedom to Act

Acts autonomously and reports in a team environment. Consults with director and colleagues on various matters as appropriate. This would include any significant departures from the departmental strategy and brand new initiatives.

Effect of Error

Any errors could result in lost income to the faculty and/or institutions, missed opportunities, disenfranchised alumni and/or damage to the institution's reputation. Errors in communications, volunteer and event management can be detrimental to initiatives of other External Relations units, and the entire institution. Dealing with confidential and sensitive personal information, relating to alumni and donors requires absolute accuracy and confidentiality.


Contribution to Decision Making

Makes decisions daily that contributes to achieving results. Consults, strategizes and recommends changes to courses of actions.


Job Specifications

Education:

Undergraduate degree, preferably in Management or Public Relations.

Experience:

No less than five years experience.

Supplemental Study:

Knowledge of university policies and procedures, trends in alumni relations, fundraising, communications and marketing. This is achieved by taking formal courses related to university advancement, keeping abreast of best practices at leading Canadian institutions, etc.

Supervision Received:

Minimal

Contacts:

Internal: Colleagues, Directors, administrative staff within the university.
External: Alumni, friends and corporate representatives. Suppliers, including designers, photographers, printers, mailing houses, volunteers. Many of the contacts of the Alumni Officer interacts with are very influential people who give generously of their time and money. They also are in a position to influence others. These can include leaders of some of Canada's most significant companies and members of some of Nova Scotia's leading families. Recently, a senator and a member of the Irving family hosted events on behalf of Dalhousie. Alumni officers work closely with these individuals and must establish and maintain a professional image on behalf of the university.


The current annual

salary would be approximately $40,000.

The job description is attached. The position is open as of March 6,
2007. Anyone interested should contact Allison Himmelman
(allison.himmelman@dal.ca) and Mary Ann Daye
(maryann.daye@dal.ca) as soon as possible. Fax number 902-494-
1141.