Alumni Administrator at ADvTECH

Overall Job Purpose: 

• The Alumni Administrator provides operational and administrative support to the Head: Alumni Engagement and the Alumni Relations Office. The role ensures efficient coordination of daily office operations, documentation, procurement, scheduling, and financial administration related to alumni activities.

Duties and Responsibilities:

Head: Alumni Engagement Support

• Handle correspondence, travel, scheduling, and documentation while maintaining accurate filing systems for communications and budgets.
• Coordinate meeting schedules, agendas, reports, and minutes for the Support communication workflows and correspondence to alumni and stakeholders.

Financial Administration

• Prepare and process purchase orders, invoices, and budget reconciliations. Track expenditure for alumni events and projects, ensuring compliance with institutional policies.

Alumni Office Administration

• Provide daily administrative and logistical support for alumni engagement activities, including managing the alumni mailbox and responding promptly to inquiries.

Data and Systems Maintenance

• Update the Alumni Management System (AMS) with contact details and administrative notes. Support data cleaning and reporting as required.

Event and Office Logistics

• Assist with event coordination logistics, including catering, printing, registration, and on-site support. Ensure that office resources, inventory, alumni merchandise and supplies are well-managed.

Minimum Educational Requirement:

• Minimum of a Bachelors Degree (NQF Level 7) in Business Support, Office Administration or Communications.

Minimum Work Requirement:

• 1-2 years office administration, project support and/or event assistance experience.