Call for Applications: Senior Student and Alumni Engagement Officer I

Individual Contributor – Specialist 10A

Summary of Work Activities and Responsibilities

The Senior Student and Alumni Engagement Officer I designs, implements, monitors, and evaluates programs that promote student and alumni formation activities, including the spiritual, leadership, health and wellness and service learning (social and community involvement). Engages ASoG students and alumni in the mission of the School, in particular, and the University, in general, and to be Persons for Others, guided by its identity as a Catholic, Jesuit, and Filipino university.

Main Duties and Responsibilities

I. Program Design, Implementation, and Evaluation

• Conceptualizes an overall student and alumni formation, engagement, and service learning strategy/framework (short and medium term), anchored on the University mission and strategic thrusts, in consultation with, and under the guidance of the Academic Head and the Dean, in collaboration with the University offices.
  • Prepares a monthly action plan based on the overall strategy/framework, with performance metrics.
  • Prepares activity proposals with corresponding outcomes, activities, a timeline, and a budget.
  • Coordinates with the Mission Integration Cluster regarding spiritual, leadership, health and wellness and service learning (social and community involvement) activities.
• Develops, finalizes, implements, and evaluates student and alumni interactive activities and events, through various channels and approaches, that result in a vibrant student and alumni community.
• Conceptualizes, implements, and evaluates promotional campaigns to encourage the students and alumni in joining formation, engagement, and service learning activities. 
  • Drafts communication/promotional activities, including designing website content in coordination with the University Marketing and Communication Office (UMCO) to ensure messages are clear, effective, and strong.
  • Formulates and strategizes communication activities, in coordination with the Communications and Marketing Officer, to further enhance student and alumni engagement.
• Evaluates existing programs and projects to improve student and alumni engagement and service learning, with the intent of creating, nurturing, and sustaining partnerships.
• Analyzes current and past programs and provides strategies to build, sustain and strengthen individual, and potentially institutional, partnerships.
  • Continuously searches and identify new opportunities for partnerships. 
  • Researches and provides recommendations on possible improvements in the programs.
• Gathers the necessary information and that recommendations are adequately supported before submitting a proposal.
  • Assists in preparing reports, and ensures that all expected reports are submitted on time.
  • Assists in preparing infographics, presentation materials, based on the content provided by the Academic Head.
  • Assists in the identification of resource mobilization leads.

II. Stakeholder Management

• Assists the Academic Head in handling and managing stakeholder relationship concerns and difficulties and conflict situations among students and alumni.
• Builds partnerships with students and alumni, with the intention of understanding their needs, and providing recommendations to the Academic Head.
  • Determines interest points of the alumni for future alumni engagement and service learning events and projects.
  • Coordinates with the Ateneo Alumni Association (AAA) and various alumni groups in encouraging alumni participation on engagement and service learning activities.
  • Conducts research and surveys on how to improve the services of the School to increase alumni engagement and provides recommendation to the Academic Head and Dean.
  • Sustains the connection through regular offerings of personal enhancement, spiritual, and educational programs designed specially to suit the general and targeted interests of the students and alumni, in partnership with different University offices.
• Liaises, coordinates, and collaborates with other relevant University units, such as the Mission Integration cluster, other student groups/organizations, and the alumni association on behalf of the students and alumni.
• Links the students and alumni to the other services or programs within the University that may be relevant to their needs.
• Updates student and alumni database and program dashboards.

III. Program Administration

• Attends to the coordination, administrative, and logistical requirements of the programs sponsored and events organized by the Academic Head and the Dean.
  • Documents all meetings, proceedings, and events organized and attended to by the Academic Head, if needed.
  • Attends to the venue and equipment reservations, participant and speaker invitations, food service, signages, registration and evaluation forms, marketing collaterals, presentation materials, etc.
  • Coordinates the activities with the concerned university offices for all the necessary materials and logistical requirements.
  • Facilitates the preparation and monitors the payments for all contracted services. 
  • Provides event progress reports and turnouts ensuring pertinent data are available as basis for improvement on future activities.
• Maintains files and records of correspondences, documents, and other materials in a systematic manner and consistent with the need to protect confidentiality and data privacy.
  • Assists in preparing and filing of copies of outgoing correspondences; Properly logs incoming correspondences and ensures that they are addressed in a prompt and efficient manner.
  • Properly disposes old files and records according to University and School guidelines.
  • Maintains confidential records by preparing and filing important documents and other correspondences for future reference and records retention.
• Ensures that student and alumni policies are properly communicated, disseminated and popularized.
• Consolidates reports on the use and control of the program’s budget and expenses.
  • Recommends an annual engagement budget.
  • Monitors disbursements.

IV. Performs other duties as may be required by the immediate supervisor or any authorized representative.

Knowledge, Skills, and Abilities

• Proficient in MS Office and other business applications
• Strong attention details
• Good analytical and critical thinking abilities
• Strong oral and written communication skills
• Has the ability to multi-task
• Knowledge in records management and timekeeping
• Trustworthy in handling confidential information, records and files and other matters internal to the office. Knows when and how to be discrete
• Knowledge of marketing methodologies
• Knowledge in data management, familiarity with using data platforms / dashboards to engage and track student and alumni engagement
• Ability to collect and consolidate information, and make sound decisions & solve problems by weighing possible benefits, risks, and other implications
• Knowledge and ability to conduct program conceptualization and design
• Knowledge in website maintenance and design
• With a keen sense of compliance and protocol
• Ability to establish effective working relationship with stakeholders and partners, and to exercise tact and courtesy to internal and external partners of the University
• Ability to manage and coordinate events and programs to engage the general and target audience
• Must be open to learning and ambiguity; ability to effectively adjust and manage a variety unexpected situations
• Ability to maintain and monitor program budget and expenses
• Ability to track inventory and allocate resources

Education and Experience Requirements

• Graduate of a four-year degree, or equivalency in work experience, preferably in Marketing, Communications, and other allied fields
• At least 5 years work experience, preferably in the area of student or alumni programs or activities
• Familiarity in proposal writing, events management, and people management

Interested applicants must submit the following:

I. Letter of intent addressed to Ms. Jenny C. See (Director of University People, Team and Organization Development Office), duly endorsed by your supervisor and approved by your unit head, indicating…

• why you want to apply for the position
• why you think you are qualified for the position
• what you can contribute to the office if you were hired in this position

II. Professional Reference Assessment from the following (see attached template)

• Immediate Supervisor
• Professional References

The above-stated documents, along with your updated Personal Data Sheet (for internal or external applicants) and résumé must be submitted on or before 29 November 2024, to:

Quin Macapagal (amacapagal@ateneo.edu)

Recruitment Officer III, Recruitment Section