Application Open:
Full-Time
Job Purpose:
This role coordinates and oversee the operations of the Alumni Relations department, including maintaining and managing the alumni database, conducting data analysis and reporting, implementing the digital engagement strategy, managing daily administrative functions, and organizing and facilitating alumni activities and events to foster meaningful engagement and connections.
Key Responsibilities:
Data Coordination:
- Maintain and update MBZUAI’s alumni CRM with precision, ensuring accurate records of contact details, employment information, and alumni achievements such as promotions, career transitions, awards, and other notable accomplishments through research on platforms like LinkedIn and other reliable sources.
- Conduct regular verification and validation of the CRM to ensure data accuracy and currency.
- Generate timely and accurate data reports from the CRM to support management decision-making.
- Analyze alumni data to identify trends, address data gaps, and provide recommendations for the continuous enhancement of alumni data collection and management systems.
Administration:
- Prepare high-quality reports, briefings, and presentations using the full suite of MS Office tools, incorporating data visualizations to effectively communicate key insights while ensuring alignment with MBZUAI’s marketing, branding, and communications standards to support operational and strategic objectives.
- Provide comprehensive administrative support, including arranging travel, preparing meeting agendas, recording minutes, and developing and maintaining efficient administrative systems to enhance departmental operations.
- Oversee financial administration for Alumni Relations, including processing invoices and alumni reimbursements, monitoring budgets, and promptly reporting variances or discrepancies to the Associate Director of Alumni Relations.
- Manage the operations of the Alumni Advisory Board and deliver administrative support for alumni-focused initiatives such as mentoring programs and guest speaker events.
Events:
- Design, plan, and execute virtual and in-person events for Alumni Relations, ensuring alignment with strategic goals and operational excellence.
- Develop comprehensive event proposals and plans, including budgets, timelines, and logistics, ensuring compliance with MBZUAI policies on budgeting, procurement, resource allocation, and security.
- Oversee all event logistics, including venue preparation, material sourcing, catering, and— in consultation with the Information Technology department—audio-visual setups, ensuring smooth execution of events.
- Manage financial and contractual aspects of events, ensure vendor agreements clearly define deliverables, adhere to MBZUAI procurement policies, and align with approved budgets.
- Identify appropriate invitees for events, ensuring invitations are extended to the right individuals in accordance with established protocols and event objectives.
- Coordinate with General Services to ensure security arrangements for attendees, VIPs, and special guests, meeting all safety and logistical requirements.
- Represent Alumni Relations at events, professionally welcoming, engaging with, and thanking guests to foster positive relationships and uphold MBZUAI’s reputation.
- Supervise the performance of event staff and volunteers, ensuring efficient and effective event delivery.
- Collaborate with the Marketing and Communications department to promote events effectively, ensuring outreach aligns with MBZUAI branding and communication standards and reaches the intended audience.
- Conduct post-event evaluations, prepare detailed reports for management to assess successful outcomes, identify areas for improvement, and inform future event planning.
Alumni Communications:
- Support the Alumni Communication Specialist to ensure Alumni Relations and its initiatives are effectively represented across MBZUAI’s communications and advertising channels, supporting the department’s strategic and operational objectives.
- Contribute to storytelling efforts by briefing the Marketing & Communications team on Alumni Relations’ objectives, events, and achievements, as well as notable alumni successes.
- Monitor the MBZUAI events calendar to identify and facilitate opportunities for Alumni Relations’ involvement in relevant internal and external events.
- Develop and execute alumni engagement campaigns in consultation with Marketing & Communications, promoting alumni achievements and encouraging participation in alignment with MBZUAI’s communication, marketing, and branding strategies.
- Coordinate electronic direct mailings through the CRM, ensuring all communications adhere to MBZUAI marketing standards and comply with regulatory requirements.
- Design, administer, analyze, and report on alumni surveys in collaboration with Marketing & Communications, leveraging insights to inform alumni engagement strategies.
Other Duties:
- At the direction of the Associate Director of Alumni Relations, execute other duties commensurate with these functional responsibilities.
Academic Qualifications:
- A minimum of a Bachelor’s degree in communications, marketing, business administration or other relevant discipline.
Professional Experience:
Essential
- A minimum of four years of experience supporting the administration and operations of alumni affairs within a university or academic institution.
- Proven experience in creating high-quality communications and social media content in a professional business environment.
- Advanced proficiency in computing, particularly with MS Excel, Word, PowerPoint, Access, Outlook, and data analysis software.
- Expertise in managing databases and optimizing CRM systems to achieve operational and strategic objectives.
- Strong skills in quantitative and qualitative data analysis, including analytics and reporting.
- Demonstrated knowledge and application of continuous quality improvement principles.
- Exceptional written communication skills, with a proven ability to produce high-level reports and present findings and recommendations using data visualizations.
- Experience in managing logistics and administrative aspects of meetings and events, as well as hosting organizational visitors, including senior executives and officials.
- Proven ability to identify and engage key stakeholders essential to the success of initiatives.
- Track record of successfully managing complex projects, overseeing office administration, meeting deadlines, and delivering measurable results.
- Demonstrated ability to thrive in a multicultural environment, adapting systems and processes to address diverse expectations and needs.
- Familiarity with and understanding of Middle Eastern business and cultural practices.
