Assistant, Volunteers and Regional Chapters

Please  note this is repost of competition number S114948645. Previous applicants need not re-apply.

This position is a part of the Non-Academic Staff Association (NASA).

This position offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits .

Location

This is a hybrid role with a mix of remote and in-person at Enterprise Square.

Working for the University of Alberta

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all First Peoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is teeming with change makers, community builders, and world shapers who lead with purpose each and every day. We are home to more than 40,000 students in 200+ undergraduate and 500+ graduate programs, over 13,000 faculty and staff, 260,000 alumni worldwide and have been recognized as one of Canada’s Greenest Employers for over a decade.

Your work will have a meaningful influence on a fascinating cross section of people—from our students and stakeholders, to our renowned researchers and innovators who are quite literally curing diseases, making discoveries and generating solutions that make the world healthier, safer, stronger, and more just.

Working for the Department/Faculty

Working as an integral member of the Office of Alumni Relations, the Assistant, Volunteers & Regional Chapters supports two portfolios in the office.  This position works closely with both the Program Lead, Volunteers and the Regional Chapters Officer to involve alumni in student recruitment, mentoring, alumni program activities, and community service volunteer opportunities. The Assistant also supports outreach programming to alumni outside of the Edmonton area through the Regional Chapters program. These portfolios are designed to strengthen relationships between alumni and the University and support the University’s donor cultivation and mission to “Uplift the whole people”.

Position

Reporting to the Manager, Alumni Programs, this position is responsible for managing the administration of these two key portfolios. This administrative support includes event preparation, organizing data and preparing reports, managing communications and the distribution of key information to our volunteers and guests, plus scheduling meetings and volunteer shifts.  The Assistant, Volunteers & Regional Chapters openly contributes to a creative and dynamic team, providing suggestions and ideas that positively affect the overall improvement and growth of programming. 

Duties

• Assists in the development of plans and strategies to create new programs that increase involvement of volunteers in Alumni Association programming
• Completes program evaluations and surveys to make ongoing programming improvements
• Participates in the delivery of volunteer orientation/training information and provides onsite briefings for volunteers at events
• Updates volunteer and regional websites using Cascade
• Manages all aspects of the volunteer and regional event registration process: sets up registration site, corresponds directly with volunteers and guests on the phone and via email, generates volunteer/guest lists and nametags
• Assists with the creation of and manages the distribution of key volunteer communication pieces (e.g. Newsletter) to help engage, inform and thank regional and general volunteers
• Manages several databases pertaining to the alumni volunteer and the regional programs, creates new databases as required and codes volunteer and event participation into the Alumni database
• Distributes post event evaluation and/or pre event needs assessment surveys to gather input to better serve participants
• Collaborates with Alumni Relations staff to find new ways to increase volunteer involvement in Alumni special events and programs
• Prepares volunteer and event participation reports and briefing notes for alumni staff, administrators, and units from around the University as required
• Utilizes PeopleSoft to generate monthly budget statements, prepares and submits deposits and refunds. 
• Maintains regular, personal contact with volunteers and event guests, and helps to identify potential volunteer leaders for higher levels of involvement and potential donors
• Provides calm, efficient and flexible onsite leadership at events or volunteer activities, assisting with coordination of on-site logistics, assigning volunteer tasks and liaising with venue and catering staff
• Monitors the regional chapter and volunteer general email accounts for inquiries from Alumni

Minimum Qualifications

• The ideal candidate will hold an undergraduate degree (preferably from the University of Alberta); equivalent combinations of education and experience will be considered
• Experience with volunteer management, public relations and/or event planning is an asset
• Excellent communication (verbal and written), interpersonal and organizational skills
• Proficiency in Microsoft Office, Google products (Gmail, etc.)
• Ability to meet deadlines and skillfully manage multiple priorities
• Proven organizational skills and customer service focus 

Preferred Qualifications

• Knowledge of the University of Alberta is strongly preferred
• Valid Class 5 Driver’s License is preferred
• Able to lift boxes of up to 20 lbs

Note: Online applications are accepted until midnight Mountain Standard Time of the closing date.

We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.