Alumni Engagement and Projects Officer

Reference
1100507

Branch
University of Warwick

Start date
01/10/2025

Duration
Ongoing

Hours and days
36.5 Hours a week, 0900 – 1730 Monday to Friday. Occasional weekend/evening work

Dress code
Smart Casual

Rate of pay
£18.76

Holiday rate
£2.26

Role
Working across an assigned portfolio, this role will lead and deliver a wide range of projects and initiatives aimed at engaging students and alumni to support the growth of the WBS alumni network and its associated membership benefits.  You will maximise and leverage alumni activity through effective planning, implementation and evaluation of projects and activities at all stages.

Duties and responsibilities

Support alumni engagement work across an assigned portfolio as required. This will include (but is not limited to):

• Work independently to lead and deliver a range of initiatives, projects and events to raise awareness of, and engage with, activity targeted at WBS alumni and students. This will include (but is not limited to):

1. managing and delivering the MBA module scheme;
2. organising the annual MBA conference;
3. promoting and rolling out the alumni awards programme;
4. supporting the development of stakeholder engagement activities;
5. leading and supporting a range of other projects and events as necessary covering the breadth of the section.

• Carry out all associated logistical requirements of targeted stakeholder engagement, event management (venue booking, speakers, programmes, catering, etc), feedback, and report writing.
• Support alumni engagement work across an assigned portfolio as required.
• Conduct reviews of processes and procedures relating to the assigned portfolio, recommending and implementing changes where necessary and ensuring processes are fair, effective and efficient to operate the strategy and meet objectives.
• Develop, manage and maintain systems and processes to deliver the assigned portfolio.
• Prepare data, metrics and reports as required.
• Work within assigned budgets, monitor expenditure and ensure financial administration is processed appropriately. 
• Plan, deliver and measure targeted communication campaigns across multiple channels to promote the assigned portfolio.
• Support events in the UK and overseas as required.
• Act as Secretary to Section-led committees and working groups ensuring actions are followed up between meetings, all stakeholders are aware of their responsibilities, and support is given to co-ordinate the actions of others as required.
• Provide high quality and consistent administrative and secretarial support to other GAER groups as required.
• Act as first point of contact across assigned portfolio for all alumni and stakeholder queries and deliver a professional and comprehensive service.
• Work collaboratively with alumni and stakeholders across the breadth of the global alumni engagement brief and undertake other duties relevant to the post’s grade as assigned by the line manager.

Skills and experience

1. Educated to degree level or with equivalent, relevant work experience in a similar setting.
2. Strong and effective project management, planning and organisation skills, with the experience of keeping projects on schedule and an ability to manage and organise workloads and work effectively under pressure to deadlines.
3. Experience of leading on a broad range of strategic projects and initiatives with minimal supervision.
4. Track record of strong event management skills.
5. Excellent communication skills (verbal and written) with the ability to draft reports for internal and external use.
6. Experience of providing excellent customer service in an organisation.
7. Strong interpersonal skills with an ability to influence and engage a broad range of stakeholders, including senior managers.
8. Engage and interact with stakeholders with tact, diplomacy and confidentiality, and be able to manage ambiguity effectively.
9. Meticulous, evidenced attention to detail.
10. Excellent IT skills, including MS Office, with an ability to develop competence with new systems.
11. Confidence in utilising and analysing data, including being able to summarise and communicate outcomes to non-technical stakeholders to inform decision-making.
12. Experience of developing new processes and reviewing existing process to improve effectiveness.
13. Strong sense of empathy with the experience of different student and staff communities.

Location
Hybrid, some travel to The Shard may be required

Benefits

Candidates working at the University of Warwick on internal assignments are entitled to: 

• Eye care vouchers when they have been working for 12 weeks or more and regularly use VDU displays 
• Staff car parking rates 
• Access to apply for internal job vacancies at the University of Warwick
• Access to the University of Warwick Library
• Access to staff rates for Warwick Sport Memberships

Additional information
Closing Date: 16/09/25

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