Alumni Relations and Communications Coordinator

Date Posted: 09/09/2024

Req ID: 39617

Faculty/Division: Temerty Faculty of Medicine

Department: Advancement Medicine

Campus: St. George (Downtown Toronto)

Position Number: 00056850

Description:

About us:

Home to over 40 departments and institutes, the University of Toronto’s Temerty Faculty of Medicine lies at the heart of the Toronto Academic Health Science Network and is a global leader in ground-breaking research and education, spanning clinical medicine, basic science and the rehabilitation sciences sectors.

World-class talent, interdisciplinary excellence and meaningful collaboration are the hallmarks of the University of Toronto’s Temerty Faculty of Medicine. As the research and educational hub within Toronto’s robust health sciences network, we are uniquely positioned for impact. We have been on the forefront of life-changing health research and innovation for more than a century and continue to solve the world’s most pressing medical challenges.

The Temerty Faculty of Medicine’s Advancement Office is critical to this success. As leading advancement professionals within the largest advancement team at the University of Toronto and having recently celebrated the single largest philanthropic gift in Canadian history, we are committed to excellence and impact. We take pride in working with alumni, volunteers and donors to advance health care, education and research. We value integrity, creativity, excellence, gratitude, accountability, learning and intentionality.

Your opportunity:

As Alumni Relations and Communications Coordinator, you will play an essential role in contributing to the execution of in-person and virtual alumni relations events that enhance alumni affinity to the Temerty Faculty of Medicine and its academic units. You will also support and coordinate alumni communication and outreach activities. Your client-focused approach, attention to detail, and strong event coordination and communication skills, will help ensure our vision is implemented through a number of key department events and communications.

Your responsibilities will include:

• Acting as a key contact to internal and external stakeholders, disseminating event-related information and supporting departmental alumni relations communications by monitoring requests for departmental communications, reviewing and editing materials
• Determining logistical details and activities for events and/or programming, and coordinating event schedules
• Determining and coordinating the logistics required for the implementation of communication initiatives, including receiving requests, pulling recipient lists from U of T’s constituent database, editing content and facilitating approvals
• Managing and maintaining databases, including mailing and contact lists
• Assessing client needs and making recommendations on event logistics and communications needs; Liaising with clients and vendors to resolve minor complaints and address issues
• Conducting post-event evaluation, feedback, analysis and recommendations for changes; generating reports and maintaining information on digital platforms
• Performing financial responsibilities by making minor purchases and collaborating on cost estimates

Essential Qualifications:

• Bachelor’s Degree or acceptable combination of equivalent experience.
• Minimum three years of related experience in a combination of coordinating events, communication, and outreach activities
• Demonstrated experience coordinating logistics for in-person and virtual events
• Demonstrated experience with enterprise video communication platforms (e.g. Zoom, MS Teams)
• Demonstrated experience preparing and editing communication materials, including editing content for style and tone (e.g. email campaigns, surveys, invitations, itineraries, etc.)
• Demonstrated experience maintaining and amplifying information on digital platforms in a professional setting
• Demonstrated experience conducting post-event evaluations and analysis, and generating reports
• Experience managing databases and maintaining data in secure settings (e.g. mailing and contact lists)
• Experience with front-line customer service (in person, telephone and email)
• Experience coordinating meeting schedules, agendas, materials, action and follow-up items
• Excellent computer skills; advanced proficiency in MS Office Suite (Word, Excel, Outlook, PowerPoint) and familiarity with online registration software (Eventbrite)
• Familiarity setting up audio/video equipment
• Ability to work effectively individually and within a team environment while coordinating tasks and events showing creativity, initiative and strong judgement
• Exceptional decision making, problem solving and time management skills as well as excellent attention to detail
• Strong organizational skills including the ability to balance competing priorities and work under pressure to specific deadlines
• Excellent interpersonal and communication skills, including verbal and written
• Professional demeanor with a strong customer service orientation
• Demonstrated tact and discretion with ability to maintain confidentiality

Assets (Nonessential):

• Experience with alumni engagement events and communications
• Experience with utilizing abroadcast email system (MailChimp or other)

To be successful in this role you will be:

• Communicator
• Multi-tasker
• Organized
• Problem solver
• Tactful
• Team player

Closing Date: 09/30/2024, 11:59PM ET

Employee Group: USW 

Appointment Type: Budget – Continuing 

Schedule:

Pay Scale Group & Hiring Zone: 

USW Pay Band 09 — $66,715. with an annual step progression to a maximum of $85,319. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol. 

Job Category: Administrative / Managerial

Recruiter: Sharon Hung

Lived Experience Statement

Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply, and their lived experience shall be taken into consideration as applicable to the posted position.

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