Alumni Operations Coordinator at Imperial College London

Job summary

Imperial has over 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.

This is a varied role, supporting the work of the Director of Alumni Engagement and the Alumni Engagement team. 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. The post holder will also work on specific projects across the team, as identified by the Director of Alumni Engagement.

The post holder should understand 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, strongly collaborative and adaptable. The post holder will need to complete detailed tasks and 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 colleagues.

Duties and responsibilities

To provide project management and administrative support for the Director of Alumni Engagement and the Alumni Engagement team. Including: 

• Comprehensive diary and inbox management, and management of certain correspondence, reporting, and presentations for the Director. 

• Financial management: monitoring Alumni Engagement team expenditure, processing payments and managing reconciliation.
• Booking overseas travel for the team and supporting the UK and international events programme throughout the year. 

• Support specific communications and engagement projects, such as the Alumni Stories programme and Alumni Awards programme. 

• Contribute to wider College and cross-divisional projects and events across the year, such as Graduation and the Annual Alumni Celebration. 

• Maintain the alumni database (The Raiser’s Edge), managing data with integrity and building queries for mailings and reports. 

• Deliver high-quality customer service.
• Collaborate with the wider Advancement division. 

• Any other projects and administration as directed by the Director of Alumni Engagement. 

Essential requirements

• Strong experience of working effectively in an administrative or support role.
• Experience of supporting a range of projects across a team.
• Can demonstrate experience of strong writing skills.
• Strong customer services skills and attitude.
• A strong team player, flexible and co-operative.
• Ability to balance complex responsibilities.
• Strong interpersonal skills, ability to develop and maintain good working relationships at all levels internally and externally.
• Excellent oral communication skills.
• Meticulous organisational skills, attention to detail and ability to meet deadlines.
• Understanding of the importance of accurate database management in an Alumni Engagement team.
• Demonstratable 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.
• A flexible approach to working. 

Further information

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

This role closes 2nd January 2024 and interviews are planned for week commencing 15^th January.