Alumni Assistant

University of Glassgow
July 19, 2024
Offerd Salary:£22,681 - £25,138
Working address:N/A
Contract Type:Open-ended
Working Time:Full time
Working type:N/A
Ref info:N/A
Alumni Assistant

Job Purpose

Support and advance alumni engagement programmes by acting as the first point of contact for all Adam Smith Business School alumni enquiries. Provide administrative support for the Adam Smith Business School Alumni Team, helping with event organisation tasks, communications, purchasing and maintaining the alumni database.

Main Duties & Responsibilities

1. Respond to alumni enquiries (in person, on the phone or in writing) in a timely and efficient manner, answering questions, providing further information, connecting with colleagues. Knowing when to escalate as required.

2. Provide administrative support to Alumni Engagement colleagues in implementing alumni and volunteer programmes. Assist with all duties by maintaining and developing web content (using the University's T4 and Dot Digital platforms), drafting communications, i.e. monthly e-bulletin and event invitations, drafting social media content (for the School's Facebook, Instagram, Twitter and LinkedIn pages), sourcing and collating merchandise for volunteers, donors and events.

3. Use the Alumni Database (Raiser's Edge software) to maintain accurate records and manage data relating to volunteers, alumni, donors and friends of the University ensuring that information is up to date, accurate and complies with user preferences and legislation. Assist in the process of identifying and managing segments of the database as required.

4. Approve new sign-ups and monitor users on the Adam Smith Business School Alumni Linkedin account. Update postings as required with news and activities.

5. Working in coordination with the School and University's Alumni Teams, undertake a coordination role for reunion events on and off campus. Support volunteers by acting in a liaison role helping to identify and secure Senior Staff speakers, appropriate venue space, catering and AV requirements. Advise on guest list and help circulate communications relating to individual events ensuring compliance with GDPR legislation.

6. Support colleagues with School-led Alumni Association and volunteer administration. Assist in building links with student class representatives and relevant student clubs & societies.

7. Liaising with Development & Alumni Purchasing Officers, book travel and accommodation for colleagues advising on the best options in terms of timings and value for money.

8. Support meetings as required through assistance in setting agendas, preparing papers and presentations, and minute taking. Manage diary requests for senior members of the team.

9. In line with other administrative roles within the Adam Smith Business School & University's Development & Alumni, be prepared to take on other priority tasks, over and above those set out above, as required.

10. Contribute to the annual data cleansing activities, alumni volunteer shortlisting and alumni news stories.

Knowledge/Qualifications, Skills and Experience



A1 Either: Ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary knowledge and skills in a similar role. Or: Scottish Credit and Qualification Framework level 5 or 6 (National 5 or 6, Scottish Vocational Qualification level 2 or 3) or equivalent, and experience of personal development in a similar role.

A2 Knowledge of privacy and data protection issues and understanding of the requirements of working with personal and confidential information

A3 Understanding of alumni engagement programmes and how they can be used to support University objectives.


B1 Knowledge of current fundraising methodologies in charity or HE sector

B2 Knowledge of the University of Glasgow



C1 Good communication (both written and oral) and interpersonal skills with the ability to produce/present clear and concise information to a range of audiences.

C2 Excellent organisational and planning skills with the ability to multitask and solve problems in order to meet agreed deadlines.

C3 Strong IT skills including proficiency with all MS Office applications and relationship/CRM systems

C4 Excellent attention to detail

C5 Excellent numeracy skills

C6 Ability to work effectively as part of a team but be able to work independently when necessary.

C7 Initiative, tact and discretion to handle personal relationships appropriately

C8 Positive “can do” attitude

C9 Ability to create and maintain web content



E1 Experience of managing a wide and varied workload with the ability to prioritise and complete tasks meeting assigned deadlines.

E2 Experience and input into a relationship management database such as the Raiser's Edge.

E3 Experience of using social media to promote activity and information and digital copy-writing

E4 Experience in a customer facing role such as alumni engagement, fundraising, membership.


F1 Experience in an alumni relations or fundraising office

F2 Experience of organising events F3 Experience of working with set budgets, purchasing goods and services.

Closing date: 19 July 2024

Terms and Conditions

Salary will be Grade 4, £22,681 - £25,138 per annum.

This post is full time and open ended.

As part of Team UofG you will be a member of a world changing, inclusive community, which values ambition, excellence, integrity and curiosity.

As a valued member of our team, you can expect:

1 A warm welcoming and engaging organisational culture, where your talents are developed and nurtured, and success is celebrated and shared.

2 An excellent employment package with generous terms and conditions including 41 days of leave for full time staff, pension - pensions handbook https: // www., benefits and discount packages.

3 A flexible approach to working.

4 A commitment to support your health and wellbeing, including a free 6-month UofG Sport membership for all new staff joining the University https: // www.

We believe that we can only reach our full potential through the talents of all. Equality, diversity and inclusion are at the heart of our values. Applications are particularly welcome from across our communities and in particular people from the Black, Asian and Minority Ethnic (BAME) community, and other protected characteristics who are under-represented within the University. Read more on how the University promotes and embeds all aspects of equality and diversity within our community https: // www.

We endorse the principles of Athena Swan https: // www. and hold bronze, silver and gold awards across the University.

We are investing in our organisation, and we will invest in you too. Please visit our website https: // www. for more information.

Vacancy Ref : 149889 Close Date : 19-Jul-2024 23:45

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