Description
The Alumni Team within VP Development and Alumni is currently seeking a Full-time Temporary Relief Alumni Engagement Coordinator for approximately 6 months.
The Alumni Engagement Coordinator reports to the Executive Director, Alumni Engagement. They play a vital role by providing administrative support to both the Alumni Programs and Alumni Leadership Engagement and Recognition portfolios within the alumni team. The Alumni Engagement Coordinator collaborates closely across the team, providing input and insight into administrative procedures, and takes a lead role in executing the work. This includes, but is not limited to, the collection and management of alumni engagement data, liaising with internal service units such as Finance and Supply Chain, internal process document development and review, maintaining a high level of expertise in Qualtrics and BBCRM to support and train partners across campus in the planning and execution of alumni surveys and data requests.
The Coordinator also provides front-line service to alumni and visitors at the Alumni Engagement office, including in-person, phone and email inquiries as needed.
This is a fast-moving, results-oriented team focused on creating sincere, valuable relationships between the University of Calgary and our alumni community. Project coordination, creativity, strong writing skills and attention to detail are key factors contributing towards the success of this position. Being a team player with a positive attitude and flexibility are also necessary attributes.
Hours of employment for this position are standard, however some evening and weekend work is required.
The Alumni Engagement Coordinator will work collaboratively with other members of the UCalgary Alumni Engagement and broader Advancement teams to support the goals and objectives of the One Advancement and Ahead of Tomorrow strategies. They work with faculty partners and other Advancement colleagues to support alumni engagement and programming.
The coordinator is responsible for leading administrative projects and for providing perspective and feedback during team planning. They will be an active and valued member of the team.
Summary of Key Responsibilities (job functions include but are not limited to):
Administrative Support 40%
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In partnership with program leads, update and monitor program budgets.
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Provide administrative support to the Alumni Engagement team members as needed.
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Schedule meetings and distribute supporting documents to team members and other stakeholders, as appropriate including meeting agendas, action items etc.
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Prepare expense reports, submit invoices and other finance related duties.
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Manage venue/room bookings and catering requirements.
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Provide back-up administrative support for the various UCalgary Alumni Association committees, including meeting bookings and logistics, and other related duties.
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General office administration including: monitoring the alumni email account and main phone line and responding as needed to alumni and community members.
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Provide front-line customer service to alumni and stakeholders who attend programs and events hosted or supported by Alumni Engagement.
Program and Event Support 30%
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Support in managing event logistics for UCalgary Alumni programs, initiatives and events.
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Act as an ongoing resource to the team in support of program planning and execution, and provide advice on organizing and delivering events.
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Taking initiative to proactively address and provide solutions to potential roadblocks and problems relating to alumni events.
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Source and negotiate services, community offers with vendors and partners as required (entertainment, AV, catering, etc.).
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Assist with the direction of staff and volunteer support during set-up, in-event, and post-event requirements; manage in-event vendors.
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Oversee printing and delivery of all materials, signage and supplies for events.
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Assist as required with invitation lists, including registration and RSVP process.
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Work with the program leads in post-event debrief process.
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Communicate openly with all team members and stakeholders to ensure effective planning, problem solving and execution of project work.
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Model alumni-centric approach in all alumni-related planning activities.
DATA STEWARDSHIP 30%
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Work with Alumni Engagement team members, faculty and campus partners to establish and maintain consistent data management and reporting practices.
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Assist with the preparation of regular reports regarding alumni engagement and alumni volunteer program performance and outcomes.
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Maintain and evolve engagement data toolkit resources, provide training and data-entry support for internal stakeholders as needed.
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Develop a strong understanding of existing reporting dashboards and tools to support alumni engagement activities.
Qualifications / Requirements:
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Undergraduate degree or post-secondary diploma in business administration, community engagement or events management.
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Minimum 3-5 years of recent relevant experience.
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Knowledge of budgeting and reporting practices and processes is required.
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Demonstrated strong verbal and written communication, team and customer service skills, and an ability to exercise good judgment within established guidelines.
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Strong organizational and time management skills; attention to detail.
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Open to learning and development, and willing to accept new challenges and assignments.
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Strong commitment to team dynamic and positive work culture.
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Demonstrated computer, database and administrative skills, experience with BBCRM is an asset.
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Proficient decision-making skills and the ability to work in a team and independently with minimal direct supervision.
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Ability to work evenings and weekends as required.
Application Deadline: August 05, 2026.
We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.
This position is part of the AUPE bargaining unit, and falls under the Operational/Administartive Job Family, Phase 3.
For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.
About the University of Calgary
UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.
The University of Calgary has launched an institution-wide Indigenous Strategy ii' taa'poh'to'p committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.
The university's commitment to the Indigenous Strategy is evident through the oversight of 18 Elders serving on the Circle of Advisors and the many unit-based circles working towards implementation of the strategy including the Faculty Advisory Circle and teams such as the Office of Indigenous Engagement, the Writing Symbols Lodge, and the Indigenous Research Support Team. Many Indigenous-based events and processes are impacting curriculum, programming and polices at the University of Calgary.
As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Institutional Commitments ([email protected]) and requests for accommodations can be sent to People & Culture ([email protected]).
Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.
We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.
