Job Description – Alumni Executive
Position: Alumni Executive
Department: Alumni Relations / Student Affairs
Location: PCTE Group of Institutes, Ludhiana
Employment Type: Full-Time
1. Job Purpose
The Alumni Executive will be responsible for developing and maintaining strong relationships with PCTE alumni, keeping the alumni database updated, coordinating alumni engagement activities, and strengthening alumni participation in institutional, academic, placement, and networking initiatives.
2. Key Responsibilities
A. Alumni Database & Records
- Maintain and regularly update the complete alumni database.
- Collect and verify alumni information, including contact details, employment, higher education, achievements, and professional growth.
- Ensure accurate records of alumni across different batches, programs, and campuses.
- Track alumni career progression and maintain updated alumni profiles.
B. Alumni Engagement
- Establish and maintain regular communication with alumni through calls, emails, WhatsApp, social media, and other communication channels.
- Develop a strong alumni network across different cities, countries, industries, and professional sectors.
- Encourage alumni to actively participate in institutional activities.
- Maintain positive and professional relationships with alumni.
C. Alumni Events & Activities
- Plan and coordinate alumni meets, reunions, networking sessions, webinars, guest lectures, and other alumni activities.
- Coordinate with alumni for campus visits and interaction with students.
- Invite successful alumni for career talks, mentoring sessions, panel discussions, and industry interactions.
- Maintain proper documentation and reports of all alumni activities.
D. Alumni–Student Engagement
- Facilitate alumni mentoring opportunities for current students.
- Connect students with relevant alumni for career guidance and industry exposure.
- Coordinate alumni participation in placement drives, internships, career counselling, and industry sessions.
- Develop opportunities for alumni to contribute to student development.
E. Placement & Corporate Networking
- Coordinate with the Training & Placement Department to identify alumni working in reputed organizations.
- Develop alumni contacts for potential recruitment opportunities.
- Maintain a database of alumni working in companies that can support campus placements.
- Encourage alumni referrals for internships and placement opportunities.
F. Alumni Contributions & Institutional Support
- Identify opportunities for alumni to contribute to institutional development.
- Coordinate alumni participation in scholarships, sponsorships, mentorship, academic activities, and social initiatives.
- Maintain records of alumni contributions and collaborations.
- Support initiatives aimed at strengthening the institution's alumni network and brand.
G. Communication & Social Media
- Prepare regular alumni communication and newsletters.
- Collect alumni success stories, achievements, promotions, awards, and professional milestones.
- Coordinate with the communication/social media team for sharing alumni achievements.
- Develop alumni success stories and testimonials for institutional branding.
H. Reporting & MIS
- Prepare weekly/monthly alumni engagement reports.
- Track alumni outreach, responses, participation, and engagement.
- Maintain records of alumni meetings, calls, events, and activities.
- Provide regular updates to the reporting authority.
- Prepare data and documentation required for NAAC, NIRF, NBA, accreditation, ranking, and institutional reports, wherever applicable.
3. Key Performance Indicators (KPIs)
- Percentage of alumni database updated and verified.
- Number of alumni successfully contacted and engaged.
- Number of active alumni connections established.
- Number of alumni events/activities conducted.
- Alumni participation rate in institutional activities.
- Number of alumni mentors connected with students.
- Number of alumni-generated placement/internship opportunities.
- Number of alumni success stories documented.
- Alumni satisfaction and engagement levels.
- Timely submission and accuracy of alumni MIS reports.
4. Required Qualifications
- Graduate/Postgraduate degree in Management, HR, Public Relations, Communication, Education, or a related field.
- 1–3 years of relevant experience in alumni relations, student affairs, administration, HR, customer relationship management, public relations, or a similar role.
- Freshers with strong communication and coordination skills may also be considered.
5. Required Skills
- Excellent verbal and written communication skills.
- Strong interpersonal and relationship-management skills.
- Good networking and follow-up abilities.
- Event planning and coordination skills.
- Proficiency in MS Excel, Word, PowerPoint, email, and online communication tools.
- Ability to maintain databases and prepare MIS reports.
- Good telephone etiquette and professional communication.
- Strong organizational and time-management skills.
- Ability to coordinate with students, alumni, faculty, management, and external stakeholders.
- Professional and positive attitude.
6. Preferred Competencies
- Experience working in an educational institution.
- Experience handling alumni/student databases.
- Knowledge of CRM or alumni management software.
- Experience in organizing events and networking activities.
- Ability to build long-term professional relationships.
- Willingness to travel or work beyond regular hours for alumni events when required.
7. Key Deliverables
The Alumni Executive should ensure:
Updated Alumni Database → Regular Alumni Engagement → Alumni Events → Student-Alumni Interaction → Industry/Placement Connections → Alumni Success Stories → Alumni Contributions → Regular MIS & Reporting
8. Behavioural Competencies
- Relationship Building
- Ownership & Accountability
- Professional Communication
- Teamwork
- Customer/Stakeholder Orientation
- Problem Solving
- Follow-up & Execution
- Adaptability
- Confidentiality
- Result Orientation
Benefits:
Work Location: In person
