Alumni Relations Manager at ADvTECH

Overall Job Purpose: 

• The Alumni Manager exists to bridge strategy and execution, ensuring that alumni engagement activities are well-coordinated, impactful, and aligned with the institution’s broader advancement objectives, fostering a connected, celebrated, and purpose-driven alumni community.

Duties and Responsibilities:

Implementation of Alumni Engagement Initiatives

• Implement the institution’s Alumni Engagement Strategy in alignment with the Six-Pillar Alumni Framework (Connect, Cultivate, Career, Commit, Celebrate, Collaborate).
• Manage the coordination and delivery of all strategic alumni events, including Awards and Golden Key Alumni Events.
• Oversee the planning and rollout of alumni mentorship programmes in collaboration with the Career Services team to support graduate employability and professional growth.
• Strengthen lifelong relationships, institutional pride, and alumni affinity through consistent, value-driven engagement activities.
• Manage alumni communications (event invites, newsletters, announcements) in collaboration with Marketing and Communications, ensuring all content is approved by the Head: Alumni Engagement before release.

Stakeholder Collaboration and Relationship Management

• Build and maintain effective relationships with internal stakeholders (Marketing, PR, Faculties, Career Services, Student Experience) and external partners (industry, alumni chapters, donors). Ensure alignment of alumni initiatives with institutional objectives and brand identity.
• Build and maintain effective working relationships with internal stakeholders, including Marketing, Public Relations, Faculties, Career Services, and Student Experience, to ensure alignment and collaboration on all alumni-related initiatives.
• Assist the Head of Alumni in building and maintaining strategic relationships with external partners, including industry networks, alumni chapters, donors, and professional associations, to expand engagement opportunities and enhance the alumni value proposition.
• Collaborate with the Marketing and PR teams to develop alumni campaigns, storytelling, and visibility initiatives that strengthen institutional reputation
• Support partnerships with Faculties and Academic Departments to profile alumni, promote alumni involvement in teaching and mentorship, and highlight alumni contributions to research and innovation.
• Represent the Alumni Office, together with the Head of Alumni, at regional, campus-level, and global events, fostering cross-functional collaboration, stakeholder engagement, and alumni visibility.

Data and Systems Management

• Manage the implementation and ongoing optimisation of the Alumni Management System (AMS), ensuring alignment with institutional data and communication standards, with approval from the Head of Alumni.
• Update and maintain accurate alumni data to ensure integrity, compliance with POPIA regulations, and alignment across all institutional databases.
• Track and analyse alumni engagement metrics through the AMS to measure participation, communication effectiveness, and overall engagement trends.
• Support alumni segmentation by faculty, region, and life stage to enable targeted outreach, personalised communication, and data-driven programming.
• Generate regular reports and dashboards to support performance analysis, strategic decision-making, and continuous improvement of alumni engagement initiatives.
• Identify gaps, refine processes, and ensure optimal system usage across the Alumni Relations Office.

Event Coordination and Communication Delivery

• Co-create and develop the annual Alumni Events Calendar, ensuring coordination across regions, faculties, and institutional campaigns, with the Head of Alumni.
• Manage the event planning processes from concept to execution, ensuring alignment with institutional objectives, budgets, and alumni engagement goals.
• Oversee the logistics, communication, and reporting for flagship alumni events.
• Oversee the preparation of event briefs, invitations, and marketing collateral in collaboration with the Alumni Marketing and Communications team to ensure brand consistency and professionalism.
• Oversee RSVP tracking, venue bookings, speaker liaison, vendor management, and on-site execution, adhering to institutional procurement and operational standards.
• Develop post-event impact summaries and reports that capture participation data, feedback, and key insights to inform future planning and improvement.
• Reporting, Team Supervision, Benchmarking, and Continuous Improvement
• Compile and submit regular reports on alumni engagement activities, event outcomes, communication performance, and key metrics to the Senior Manager and Head of Alumni.
• Manage and mentor the Alumni Coordinator and Intern, providing direction, task allocation, and feedback to ensure quality execution of alumni events, data management, and administrative support.
• Support the preparation of quarterly and annual alumni impact reports, including participation data, feedback insights, and measurable performance indicators.
• Benchmark alumni engagement practices against leading local and international universities to identify best practices, innovative approaches, and opportunities for strategic improvement.
• Monitor project timelines, budgets, and KPIs, ensuring alignment with institutional standards, governance requirements, and strategic priorities.
• Identify and implement continuous improvement initiatives across alumni programmes, communication systems, and event operations to enhance efficiency and stakeholder satisfaction.
• Collaborate with the Alumni Relations team to evaluate post-event feedback, survey results, and engagement trends, using insights to refine future initiatives and strengthen institutional impact.
• Promote a culture of learning, innovation, and service excellence within the Alumni Relations Office, supporting the institution’s transition into a globally benchmarked private university.

Minimum Educational Requirement:

• Bachelor’s Degree in Marketing, Communications, Public Relations and Business Administration.
• Honours/ Postgraduate Diploma in a relevant field is ideal.

Minimum Work Requirement:

• 3-5 years Alumni Relations/ Stakeholder/Client relationship management  
• 3-5 years Events coordination and hosting 
• 2 years Project Management  
• 2 years Communication and Marketing 
• 2 years Data Analysis and reporting