IVEY BUSINESS SCHOOL
POSITION DESCRIPTION

POSITION TITLE:Communications Specialist, Alumni Relations

DEPARTMENT:Advancement

REPORTS TO:Director, Alumni Relations

DATE: February 2015

PRIMARY OBJECTIVE OF POSITION:

To develop and implement an annual communication strategy for Advancement that furthers relationships with alumni and donors in advancing the Ivey Business School mission. To manage and/or coordinate the development of communications materials for a variety of Alumni Relations programs to sustain and deepen the interest, engagement and commitment of the School’s alumni and donors.

KEY RESULT AREAS: (functions that make the most positive impact on the success of the Ivey Business School)

  1. Print Communications: Research, write, review, design and/or manage production of materials supporting Alumni Relations such as alumni fact sheets, 17 customized alumni chapter fact sheets, Global Ivey Day, Homecoming, Class Liaison and Alumni in Residence collateral. Evaluate the need for additional information, benchmarking with top-tier organizations, to best represent and inform alumni and donors of the School’s key strategies.
  1. Electronic Communications: Write and manage the distribution of Dean’s communications to alumni and the Ivey community (relating specifically to Advancement activities), manage several of Advancement’s affiliated email-boxes. Designer and trainer and where appropriate act as the liaison with IT in the development of electronic materials including fundraising appeals, HTML emails, etc. Coordinate logistics and timing of all mass communications to alumni from different stakeholders across the Ivey community. Act as in-house CASL expert by providing comprehensive, up-to-date information about Canada’s Anti-Spam Legislation.
  2. Intouch and @Intouch: Comprehensive project management including production, budget reconciliation and distribution of Intouch magazine twice annually. Provide full support to Editorial Board and Editor-in-Chief by coordinating meetings, distributing minutes, managing Editorial Policy, tracking and reporting metrics, and orientation for incoming Board members. Editor and coordinator of @Intouch (Ivey’s monthly electronic newsletter to alumni). Project manage, design, and distribute 12 issues of @Intouch with segmentation and data analysis to increase overall readership.
  1. Web & Social Media Strategy/Communications: Develop and implement strategies to maximize the impact of the alumni website in coordination with Ivey’s Web Communications Specialist. Develop and implement social media strategies for Alumni Relations and Ivey Alumni Networkin coordination and support of the School’s overall social media strategy. Conduct quarterly review for tracking success and recommending changes for implementation.

MAIN ACTIVITIES:

Activities with Primary Decision-Making Authority:

  1. Develop, design, and produce sophisticated print and electronic communications supporting alumni and development programs within exceptionally tight deadline environments.
  2. Manage the quality and timing of all communications to alumni from all constituencies within Ivey.
  3. Manage Advancement web pages and act as Editor of @Intouch electronic newsletter.
  4. Intouch magazine – Production Coordinator.
  5. Serve as Project Manager establishing and driving all magazine deadlines
  6. Coordinate distribution
  7. Manage Intouch website
  8. Coordinate all photography, gather ‘found’ photos from subjects, etc.
  9. Class Notes contact and section editor, including responsibility for subsequent updates to alumni database, Millennium
  10. Coordinate governance and editorial staff meetings and record minutes
  11. Coordinate all correspondence to subjects, from initial contact to follow up thank you letters with extra copies of the magazine
  12. Proofread all copy and layouts at every stage to ensure accuracy, with special attention to alumni degrees and years

Activities Requiring Consultation and/or Co-operation:

  1. Intouch - work closely with the Editor-In-Chief and Editor on proposed topics and themes for Editorial Board selection as well as when determining subjects; and work with Editor-in-Chief on making initial contacts with subjects.

2. Writing and production of communications material for mass alumni distribution as well

as to key stakeholder groups such as the Ivey Community.

  1. Participate in and attend department and committee meetings that enhance and contribute to the alumni communications program.
  2. Continually innovate. Seek ways to improve the quality of materials and procedures (compliant with CASL) relating to alumni communications strategies.

JOB COMPLEXITIES AND SKILLS AND KNOWLEDGE REQUIRED:

This position requires an incumbent possessing a university degree preferable in English, Communications or Journalism, and an understanding of corporate structures and knowledge of the Canadian business environment. The incumbent must have a minimum of three years of work experience in a communications role, preferably in an academic and/or fundraising environment.

The incumbent must also possess:

  • Demonstrated complex project management skills.
  • Excellent organizational, planning and time management skills, attention to detail and an ability to manage multiple priorities effectively.
  • Extremely effective interpersonal skills with a professional presence and manner; capable of exercising independent judgment and flexibility.
  • Superior interviewing, listening and aural communication skills as well as excellent oral and written communication skills. An ability to write effectively and persuasively and to converse easily with alumni and faculty.
  • Competent advanced function computer skills using Microsoft Office Suite Components, plus an aptitude to quickly adapt to new technologies; demonstrated ability to enhance the professional presentation of materials produced.
  • Ability to organize and manage a diverse range of assignments and projects with high efficiency, yet thorough attention to detail and follow through
  • Knowledge of the administrative procedures of Western University and the Ivey Business School would be beneficial.
  • Ability to work in teams or independently with minimal administrative support.
  • Ability to take initiative and work co-operatively with academic and administrative staff as well as other Ivey community members.
  • The ability to manage unexpected communications needs effectively and successfully.

RESPONSIBILITIES OF POSITION:

Responsibility% Time Spent

1. Intouch50

2. Electronic Communications 25

3. Web & Social Media Strategy/Communications20

4. Print Communications 5

Location: Ivey Business School, Western University, London, Ontario
This is a 2 year renewable contract position with full benefits.

Qualified candidates should forward their applications in confidence to: se reference ADV 157in the subject line. Applications should be received on or before March 1, 2015. Candidates will be considered as applications are received and the posting will remain open until a candidate is identified.

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