Back Office Admin Assistant – Alumni Relations

Institution: Presidency College, Bengaluru

Department: Corporate Relations & Career Services

Reporting To:

Director & Head– Corporate Relations & Career Services Training & Alumni Relations

Position Overview:

The Back-Office Admin Assistant – Alumni Relations will be responsible for providing comprehensive administrative and operational support to the Alumni Relations function of the institution. The incumbent will ensure smooth coordination of alumni-related data management, communication, event logistics, and documentation to strengthen engagement between the alumni community and the college.

Key Responsibilities:

1. Alumni Data Management

• Maintain and regularly update the alumni database (Excel/CRM/ERP systems) with verified contact information, employment details, and engagement history.
• Support the collection and digitization of alumni records from multiple sources (graduation data, placement archives, departmental records, etc.).
• Generate periodic alumni analytics reports (by batch, program, industry, location, etc.) for management and strategic planning.

2. Communication & Coordination

• Draft and send official communication (emails, WhatsApp broadcasts, newsletters, circulars, etc.) to alumni under departmental guidance.
• Coordinate with departmental coordinators and class representatives for alumni outreach drives, surveys, and data verification.
• Assist in managing official alumni social media pages and groups (LinkedIn, Instagram, Facebook, etc.) for regular engagement updates.

3. Event Support & Logistics

• Provide administrative support for alumni meets, reunions, guest talks, mentoring sessions, and networking events (on-campus or virtual).
• Handle event logistics such as venue booking, seating arrangements, registration desks, refreshments, banners, and attendance sheets.
• Maintain inventory of event collaterals (certificates, name tags, mementos, etc.) and ensure proper documentation post-event.

4. Documentation & Reporting

• Prepare meeting minutes, activity reports, attendance registers, and expenditure abstracts for each alumni activity.
• Assist in compiling the annual Alumni Relations Report and database updates for NAAC, IQAC, and Placement Audit requirements.
• Maintain digital and physical files for alumni correspondence, event photographs, and related documents.

5. Administrative & Back Office Tasks

• Manage departmental correspondence, record keeping, file indexing, and daily follow-up tracking.
• Coordinate with Finance and Administration departments for vendor payments, event reimbursements, and budget tracking.
• Support senior officials in drafting letters, proposals, and presentations related to alumni initiatives.

Required Skills & Competencies:

• Strong MS Office skills (Excel, Word, PowerPoint); working knowledge of Google Sheets/CRM tools preferred.
• Excellent written and verbal communication skills in English; Kannada proficiency desirable.
• Detail-oriented with good organizational and documentation abilities.
• Ability to multitask, meet deadlines, and maintain confidentiality of alumni data.
• Positive attitude, teamwork spirit, and service-oriented mindset.

Qualification & Experience:

• Education: Bachelor’s degree in Commerce / Business Administration / Computer Applications / or any relevant discipline.
• Experience: 1–5 years of administrative or back-office experience, preferably in an educational institution or alumni relations office.
• Desirable: Experience in database management, content coordination, or event administration.

Work Timings:

• As per institution schedule (typically Monday to Saturday, 9:00 AM – 5:30 PM).
• Occasional extended hours during alumni events or special programs.

Compensation:

• Commensurate with experience and institutional norms.

Key Performance Indicators (KPIs):

• Accuracy and periodicity of alumni database updates.
• Timeliness and professionalism of communication.
• Smooth coordination and documentation of alumni events.
• Responsiveness and support to departmental leadership.
• Contribution to alumni engagement and visibility metrics.