St Cross College, Oxford Job Description: Development & Alumni Relations Administrator

Transcription

1 St Cross College, Oxford Job Description: Development & Alumni Relations Administrator Grade: 6 Salary: 27,328-32,600 Reports to: Development Director Supervises: Development & Database Assistant Communications Assistant Hours: 37.5 Contract Type: Permanent Background information on St Cross College St Cross is a graduate college of the University of Oxford, founded in It is a Society of the University (legally a department), which in practice operates with almost complete autonomy. The College occupies a site in St Giles shared with Pusey House, having moved there in On the main site there are administrative offices, common rooms, dining hall, meeting rooms, library facilities and study bedrooms. Further student rooms are located in annexes and houses nearby, all have self-catering facilities. The College is due to complete the western quadrangle (West Quad) with 53 en-suite study bedrooms, a lecture theatre, and library and meeting rooms by Spring 2016 following the th Anniversary West Quad Campaign. An international body of students and diverse scholarly range defines the profile of St Cross, which has as its motto ad quattuor cardines mundi [to the four corners of the earth]. St Cross College seeks to be an integrated academic community with an egalitarian spirit, exceptional, focussed, dedicated students and faculty in their disciplines. The College seeks to provide a cross-cultural, multinational learning and living environment that inspires scholars to engage with each other, across disciplines and cultures, and so eventually with the wider world. St Cross College seeks to enable critical thinkers who are culturally literate, ethically aware and intellectually courageous. We hope to prepare scholars to become responsible, compassionate, and collaborative academics and leaders in an increasingly complex and interconnected world. Subjects taken by St Cross students span the academic range of Oxford: Humanities, Sciences, Medicine, and Social Sciences. D Phil topics range widely from, Clinical Medicine, Psychiatry and Particle Physics to Theology, International Relations and Classical Languages and Literature. Taught masters further reflect the academic diversity of St Cross College. Clinical Embryology, Computer Science, Financial Economics, Global Health, Archaeological Science, Law, Chinese Studies, African Studies, Modern Middle Eastern Studies, Integrated Immunology, Music and Migration Studies are only a small sample of the subjects currently studied by our students. The Fellowship of the College is international in its interests and together with the student body, constitutes a community of scholars with links around the world and across an extensive range of subjects. Students share facilities with the Fellows on equal terms. Most colleges have distinct senior, middle and junior common rooms and a separate high table, at St Cross the common rooms are for all members of the College to use with open seating in Hall. As few distinctions as possible are made between students and Fellows in the day-to-day life of the College, this enables the free flow of knowledge providing a productive intellectual environment where senior and junior members meet and exchange ideas to the betterment of their research. Members of St Cross are proud to belong to a stimulating, hospitable, democratic, and friendly institution.

2 College Leadership The Master plays a central leadership role and is accountable to Governing Body for all College business, finance, resources, fundraising and planning. The Master chairs the Governi ng Body, which meets twice a term, developing policy in response to the issues facing the College. The Master promotes the academic life and reputation of St Cross. Details of Fellows and College Staff may be seen on the College website. Various committees are engaged with the running and governance of the College, reporting to the Governing Body including Finance, Executive, Equality and Welfare, Development and the Health & Safety Committees.

3 JOB DESCRIPTION The Development & Alumni Relations Administrator holds a key post in a department which seeks to develop the profile, community participation and fundraising for the College. The post holder has a key role in helping the College to foster the best possible relationships with stakeholders in cluding Alumni. Working independently, the main duty of the role is to ensure the smooth operational running of the Development and Alumni Relations Office, including maintaining and developing efficient administrative systems and supervising the Development and Database Assistant and the Communications Assistant. The role requires aptitude for administration, social skills and creativity. The post holder will be expected to take part in the activities designed to build and maintain good relations with the College community, including meeting Alumni and other community members in various settings. The post holder is expected to attend activities which may be out-of-hours and occasionally overseas. The post holder will also prepare reports for some College Committee meetings. Principal Duties Database Use and Maintenance Extensive use of the DARS database at a high level including Planning and executing appropriate segmentation for fundraising campaigns Analyse prospect lists, undertake prospect research to determine the most appropriate approach for potential donors Ensure with the support of the Development and Database Assistant that all gifts are properly and accurately recorded on the database, including statements of donations for tax purposes Ensure that systems are maintained, ensuring that all contact information and correspondence is accurately recorded Liaison with the DARS team on a regular basis to ensure that the database tools available are being fully optimised. Annual Fund Manage the College s regular giving programmes, including direct mail and telephone fundraising, liaising with the University Individual Giving team as appropriate. Recruitment and training of student callers, supervising follow up and fulfilment. Support the Communications Assistant to ensure the timely production of materials Working with the team to complete pledges, in writing or by phone. Stewardship Ensuring thank you letters and prepared and sent in a timely manner including ascertaining Gift Aid. Ensure delivery of stewardship as appropriate to level of donation, including event invites, reporting on funds, recording names on donor roll etc. The post holder will take specific responsibility for stewardship of legacy information requesters, intenders and legacy pledgers, visiting individuals across the UK. Working with the Development and Database Assistant, to manage the College s stewardship of legacy pledgers (an Annual Lunch) the Audrey Blackman Society (the College s legacy pledgers).

4 Working with the Development and Database Assistant to manage the stewardship of donors (Annual Dinner) for the 1965 Club (donors over a certain level to the College within a time-frame). Attend stewardship events as required. Assist with the ongoing stewardship strategy as the campaign progresses. Alumni Relations & Events Take a lead role in organising events and activities for Alumni, such as reunions, lunches, dinners and receptions, many Alumni events are overseas. To ensure communications with and for the Alumni are responded to promptly, efficiently and appropriately using mail, and telephone to questions and requests to visit. Working with the Communications Assistant to act as a liaison and support for the International Alumni Representatives, to ensure continuing Alumni engagement as appropriate to region. Communications To be responsible, with the support of the Communications Assistant, for the design and presentation of the College s website and appropriate presence on Facebook, Twitter and Linked-In Working with the Communications Assistant to produce the weekly College e-news bulletin. Production of the termly e-newsletter for Alumni with the support of the Communications Assistant Production of the Annual College magazine, Crossword with the support of the Communications Assistant Support the Publications Fellow in the production of the Annual College Record General Attend and advise the Online Communications Group With the Development and Database Assistant, manage the College s memorabilia range, ensuring that stock is available and that the range is expanded/edited to keep pace with current buyer trends Working in an integrated and collegial manner with other offices of the College, in particular, recognising impact on other teams schedules and planning. An example, planning ahead for College events with the Domestic Bursar and Wine Steward, where wine can be purchased several months in advance of events. This has an impact on understanding and working with budgets as well as the needs of others. Accounts Manage provision of accurate reports on expenditure by the Development & Alumni Relations Department by tracking committed spending against budget. Be responsible for the provision of accurate reports on donations by reconciling known information with the University s Development Department and College Finance Office. Have authority for expenditure within budget up to levels defined in the College s Financial Regulations Manage ongoing economies through improved efficiencies, seeking value for money through purchasing and tendering processes

5 Person Specification The post holder will preferably be a graduate or appropriately experienced with excellent administration and communication skills, ideally gained in a similar environment. Excellent interpersonal skills and the ability to communicate clearly is essential along with good IT skills. High levels of integrity, motivation, commitment and flexibility. Training is available as appropriate to the successful candidate. Terms and Conditions of Appointment The post is graded on the University s salary scale for academic-related staff at Grade 6 with a salary range of 27,328-32,600per annum. There are 30 days of paid annual leave plus 8 Public Holidays; holidays must be scheduled with the prior permission of the Development Director. A University pension will also be available. Occasional overseas travel may be necessary.