▷ (15/10/2025) 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.