Associate Director, Alumni & Donor Relations
Location
Kingston, ON | Canada
Job description
About Queen's University
Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more.
We are committed to employment equity and diversity in the workplace and welcome applications from individuals from equity seeking groups such as women, racialized/visible minorities, Indigenous/Aboriginal peoples, persons with a disability, persons who identify in the LGBTQ+ community and others who reflect the diversity of Canadian society.
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Job Summary
Reporting to the Executive Director, Development and Alumni Relations, the Associate Director, Alumni Relations oversees and provides leadership for the Smith School of Business (Smith) alumni engagement, class reunion and annual giving, and donor relations. The incumbent is responsible for developing, implementing, and evaluating integrated advancement alumni engagement plans, including young alumni groups, volunteer recognition and support, mentorship, stewardship and donor relations, events such as Homecoming, and other activities designed to maximize the highest level of engagement and philanthropic support from donors, corporations, and foundations. Additionally, the Associate Director, in consultation with the Executive Director, creates the strategies, goals, and executes the plan for class reunion and annual giving programs.
As a member of the Smith Development and Alumni Relations management team and managing Smith’s Alumni Relations staff, the Associate Director provides high-level expertise, strategic direction and tactical guidance and support on issues that impact the university, alumni, donors, volunteers and other relevant constituents. The Associate Director works collaboratively with colleagues across Smith and in the Office of Advancement, senior university administrators, lead volunteers, as well as faculties, schools, and university affiliated groups on and off campus.
An experienced strategist, the incumbent has primary responsibility for identifying key markets and alumni audiences and delivering customized programming, engaging those alumni populations in support of Smith and the university priorities. Acting as a liaison to the network of volunteer-led groups including the Smith Business Chapters, working groups and advisory boards, the Associate Director will ensure alignment with Smith’s Strategic Plan, university-wide strategic plans and in collaboration with the Advancement Strategic Plan 2020-2025, Forward, Together.
This position requires extensive travel within and outside Canada and requires the incumbent to travel and work evenings and weekends according to program or area needs.
Job Description
DUTIES & RESPONSIBILITIES: - In consultation with the Executive Director and senior leadership across campus, formulates and executes annual and long-term strategic and integrated alumni engagement, class reunion and annual giving, and donor relations programs for Smith based on an analysis and thorough understanding of the emerging trends of alumni, donor, and volunteer behaviour, including market-based, demographic cohort trends (e.g. by life stages). Develops engagement and fundraising strategies, targets, metrics, and analyzes results. Modifies existing programs to align with emerging priorities and industry trends.
- Collaborates with the Executive Director, Office of Advancement staff, and other key constituents to develop and implement an integrated comprehensive strategy for regional alumni engagement, class reunion and annual giving fundraising, and donor relations that aligns with Smith and university-wide strategic plans; travels as needed to ensure consistent strategic execution, and to build and maintain relationships.
- Develops and maintains effective relationships with the Dean, Associate Deans, Program Directors, Office of Advancement staff, and other senior university officials, and key volunteers.
- Provides high level guidance on engagement strategies to encourage the most strategic use of individuals’ time to accomplish strategic goals.
- Represents Queen’s University at meetings, conferences, and to external audiences on a local, national and international level for the collection and exchange of ideas and information. Builds, cultivates, and maintains relationships with prominent alumni, donors, volunteers, other friends, community, and professional organizations with a focus on fostering strong connections between constituents and the university, and reinforcing how these individuals and groups can play a role in building the reputation and strength of Queen’s University.
- Conceptualizes and oversees a series of alumni-driven events that increase participation and raise sights for individual philanthropy.
- Actively coordinates work of the team to ensure a robust pipeline for future reunion and giving volunteers and oversees effective and meaningful stewardship of classes and volunteers.
- Oversees the cultivation and management of all volunteer fundraising groups including Reunion Coordinators and ensures that all call reports, notes, and evidence of donor interactions are accurately recorded in the database.
- Develops the strategy and execution of the class reunion-giving program, including the preparation of annual fund and reunion giving solicitation and acknowledgement materials. Creates a concept of mini campaigns, which will help structure activities for class giving programs between reunion years. Oversees all appeals.
- In coordination with University-Wide Advancement, develops, implements, and oversees the donor relations program for Smith, including timely and appropriate stewardship and communication plans for alumni and donors are handled and recognized according to sound Advancement practices.
- Develops and maintains an in-depth knowledge of the university’s activities, funding priorities and needs in both teaching and research. Applies this knowledge in matching the interests and needs of prospective donors in global markets with the strategic needs of the university.
- Communicates regularly with other staff members in the Office of Advancement and relevant campus partners to coordinate supporting activities including expertise related to the management of prospects.
- Analyzes data and prepares reports required to formulate, execute, evaluate and benchmark strategic and priority-driven implementation plans. Reports findings to the Executive Director and implements changes in strategy as required. Works with our partners in the Office of Advancement to utilize alumni engagement and fundraising metrics that reflect best practice and emerging trends.
- Gathers information, coordinates, and prepares internal and external communications, briefing notes, research profiles, stewardship reports, activity reports, and accountability reports.
- Ensures strategic communications initiatives are timely, error-free, and of high quality, in accordance with Smith, Advancement, and the university’s brand and visual identity standards.
- Provides budget oversight and staffing leadership for Smith Alumni Relations; oversees the unit’s budget and participates in budget submission activities including analyzing data, developing, and preparing annual budget documents.
- Meets with staff on a regular basis to review progress against annual goals and pipeline strategy development. In consideration of progress to date, takes a lead role in identifying and implementing further opportunities and strategies that may have arisen to ensure goals will be met.
- Plans, prioritizes, motivates and manages the work of employees, providing strategic and tactical advice, support, guidance and coaching. Identifies the need for staff resources, participates on staffing committees, and makes effective recommendations regarding employee selection.
- Manages performance by establishing performance standards, reviewing and evaluating performance on an ongoing basis, and conducting talent reviews and annual formal performance reviews.
- Assesses staff training and development needs and ensures that employees receive training required to improve and sustain successful performance.
- Investigates, addresses and resolves employee/labour relations issues, including making decisions regarding disciplinary and discharge matters.
- Undertakes other duties as assigned and in support of the unit and/or department.
REQUIRED QUALIFICATIONS: - University degree required.
- Minimum 5 years of progressive experience at a professional or managerial level, preferably in a university or institutionally relevant setting, with a focus on alumni engagement programs, volunteer and donor management, and demonstrated ability to effectively build volunteer and donor relationships that recognize stakeholder needs and motivations, and enhance and advance the profile of the university.
- Proven leadership and management experience, with a demonstrated ability to define and communicate strategy and tie portfolio activity and planning back to overarching goals and the “big picture,” and the proven ability to promote inclusion in the workplace and effectively recruit, supervise, organize, direct, motivate and retain talented staff and volunteers to achieve objectives; and work effectively with senior leadership.
- Demonstrated success in the identification, evaluation, cultivation, stewardship, and direct personal solicitation of class and annual gifts.
- Proven program and project management skills with demonstrated “hands-on” experience. Proven record of accomplishment in strategy development and implementation, project planning, budget and revenue forecasting, program analysis, and meeting objectives of these plans.
- A valid “G” class driver’s license (or equivalent) and passport with no travel restrictions is required.
- Satisfactory Criminal Record and Judicial Matters Check required.
- Clear understanding of and strict adherence to ethical fundraising standards and supporting legislation.
- Knowledge of the Canadian philanthropic and university environment, including the challenges faced by post- secondary institutions.
- Consideration will be given to the equivalent combination of education and experience.
SPECIAL SKILLS: - Demonstrated commitment to fostering a diverse and inclusive work environment where there is mutual respect and collaboration across all teams.
- Strong customer service orientation with a demonstrated passion for the university and its people.
- Highly motivated and results-driven individual able to set high standards and well-reasoned, ambitious goals.
- An innovative and strategic thinker; ability to think and act strategically, creatively and dynamically in a high- pressure work environment; ability to analyze complex situations and determine appropriate course of action to reach a resolution.
- Strong analytical, interpretive, and problem-solving skills, an ability to compile and interpret data from a variety of sources, select appropriate methods of analysis, apply excellent business insight to think about institutional information in an interdisciplinary way, and strategically use information gleaned through market research trends and issues to improve and enhance alumni, student, and donor engagement initiatives to target audiences.
- Ability to conceptualize creative plans and technical solutions for dealing with an array of administrative and financial issues.
- Superior writing, editing and verbal communication skills, and interpersonal skills, to work well in a complex, decentralized environment. Ability to identify and respond to the needs and interests of varied audiences, in a highly visible and fast-paced environment, requiring a high level of professionalism and quick, appropriate decision-making skills.
- Recognize diversity of abilities and adapt content, tone, medium, and style to audience to be inclusive.
- Recognized leader at managing long-term and productive relationships with alumni, volunteers, donors, colleagues and staff across all levels of the organization.
- Adept at matching the interests of the alumnus/donor with the strategic needs of the institution.
- Ability to influence outcomes and identify optimal approaches to win cooperation from a variety of audiences including volunteers, to facilitate diverse groups of people to work toward, and succeed in, shared goals in a highly decentralized environment. High level of tact and discretion, maturity and good judgment, and the ability to deal with sensitive issues in a professional manner.
- Excellent planner of resources with the ability to exercise good judgment in making independent decisions.
DECISION MAKING: - As a member of the Smith D&AE managers’ team, participates in strategic discussions, making decisions on directions that influence the direction of the team more broadly; and contributes to the perspective of alumni – the largest stakeholder group of the university.
- Collaborates with university-wide colleagues to determine content of annual and multi-year plans/strategies for alumni engagement, class and annual giving, and donor relations.
- Identifies, develops and implements optimum strategies to build and strengthen engagement between the university and its current and future alumni.
- Identifies the best way to win cooperation from campus partners in support of engagement strategies. Determines and makes recommendations regarding the optimum strategic use of university leadership, including the Chancellor, Principal, Deans and Associate Deans, Vice-Principal (Advancement), Associate Vice-Principals in AR&AG and Development, and/or top university volunteers for high-profile public appearances to build and maintain engagement among alumni.
- Recognizes when it is appropriate to involve senior administrators and Smith/Office of Advancement colleagues to take advantage of their expertise and develop strategies, resolve disputes, and address challenges.
- Develops and determines innovative cultivation, solicitation, and stewardship strategies to manage critical and/or challenging donor relationships in order to maximize benefit to the university.
- Assesses the interests and needs of prospective donors and matches them to the strategic needs of the university.
- Recommends and implements a plan for a project based on sound alumni engagement and fundraising principles and the best interests of the university.
- Determines appropriate methods of communication, tone and content of information that makes it accessible and understandable to the intended audience.
- Exercises discretion and diplomacy and determines the most appropriate strategies and tactics to mitigate difficult situations with potential and significant long-term implications to the reputation of the university.
- Monitors and evaluates progress and impact on assigned work of unit staff, assists in problem-solving, and determines necessary adjustments to maximize effectiveness and timely completion of tasks.
- In consultation with Executive Director and Director, makes budget and staffing decisions related to the Alumni Relations unit.
- Evaluates job candidates and makes effective recommendations on suitable hires.
- Makes decisions and/or effective recommendations regarding transfers and promotions.
- Evaluates employee performance and decides on appropriate training or coaching to address lack of proficiency in carrying out responsibilities, or remedial action for staff disciplinary situations.
- Assesses investigation outcome of grievances and makes effective recommendations on appropriate course of action or next steps on grievances.
- Makes effective recommendations on level of discipline up to discharge and probationary termination.
Employment Equity and Accessibility Statement
The University invites applications from all qualified individuals. Queen’s is committed to employment equity and diversity in the workplace and welcomes applications from women, visible minorities, Aboriginal Peoples, persons with disabilities, and persons of any sexual orientation or gender identity. In accordance with Canadian Immigration requirements, priority will be given to Canadian citizens and permanent residents.
The University provides support in its recruitment processes to applicants with disabilities, including accommodation that takes into account an applicant's accessibility needs. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at [email protected] .
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