Alumni Engagement Administrator
| Posting date: | 23 August 2025 |
|---|---|
| Salary: | Not specified |
| Additional salary information: | Includes London Allowance |
| Hours: | Full time |
| Closing date: | 22 September 2025 |
| Location: | Kensington, West London |
| Remote working: | Hybrid - work remotely up to 2 days per week |
| Company: | The Royal College of Art |
| Job type: | Permanent |
| Job reference: | 083-25 |
Summary
Alumni Engagement Administrator
Join the RCA’s Advancement & Alumni Team
The Royal College of Art (RCA) is the world’s leading university of art and design. With a global community of more than 30,000 alumni, we are proud to champion a dynamic network of artists, designers, innovators, educators and cultural leaders who continue to shape the creative landscape worldwide.
As the College enters an ambitious new strategic phase, we are investing in the Advancement & Alumni team and are excited to recruit for two posts that will play a central role in strengthening our advancement operations and alumni engagement.
Our graduates form a unique international network – from exceptional teachers, world-renowned designers and artists, and industry leaders, to pioneering researchers, entrepreneurs and curators. Every day, alumni contribute to College life through our engagement programme, which offers a rich mix of events, communications and opportunities to support our mission. Looking ahead to the next five years, alumni will play an increasingly vital role in shaping, participating in and benefitting from the RCA’s global impact. To realise these ambitions, the Alumni Engagement team is expanding to deliver a bold new strategy.
We are seeking an Alumni Engagement Administrator to provide essential support to this work. Reporting to the Head of Alumni Engagement and the Alumni Engagement Manager, the postholder will oversee the accuracy and management of alumni data, while also providing high-quality administrative support across the team. Working closely with colleagues in Advancement & Alumni, this role will help ensure the smooth day-to-day running of our alumni programme and deliver an excellent experience to our global alumni community.
Key Responsibilities
Act as the first point of contact for alumni, monitoring shared inboxes and delivering excellent customer service.
Accurately maintain and update the alumni database, including processing record updates and importing data from student records.
Produce regular and detailed reports on alumni records, demographics, locations and contact preferences.
Provide administrative support to the Alumni Engagement Manager and Head of Alumni Engagement, including diary scheduling, meeting coordination and room bookings.
Support alumni communications by drafting correspondence and researching content for newsletters under the direction of the Alumni Engagement Manager.
Provide administrative support for alumni events, including logistics, documentation and follow-up.
Maintain accurate digital filing and records.
Assist with financial processes, including raising purchase orders and processing invoices.
Coordinate travel bookings for senior team members where required.
Take minutes for the Alumni Forum, which brings together RCA leaders termly.
Build knowledge of alumni engagement activities, attending and participating in meetings as necessary.
Gather best practice through experience and networking with colleagues.
Represent the RCA to alumni and external audiences with professionalism.
Work collaboratively across the Advancement & Alumni team.
Person Specification
Essential
Excellent customer service skills with a professional, customer-centred approach.
Strong interpersonal skills, with the ability to communicate effectively at all levels of the College.
A team player with a flexible, adaptable approach.
Strong written and verbal communication skills, with excellent attention to detail.
Experience handling personal data and confidential information with discretion.
Confident using databases and management systems.
Proven administrative experience.
Desirable
An interest in a career in Advancement & Alumni, or previous experience in a similar role.
Additional Information
The role will involve occasional evening and weekend working.
This is a fantastic opportunity to join a dynamic team and play a vital role in connecting the RCA with its extraordinary global alumni community.
Join the RCA’s Advancement & Alumni Team
The Royal College of Art (RCA) is the world’s leading university of art and design. With a global community of more than 30,000 alumni, we are proud to champion a dynamic network of artists, designers, innovators, educators and cultural leaders who continue to shape the creative landscape worldwide.
As the College enters an ambitious new strategic phase, we are investing in the Advancement & Alumni team and are excited to recruit for two posts that will play a central role in strengthening our advancement operations and alumni engagement.
Our graduates form a unique international network – from exceptional teachers, world-renowned designers and artists, and industry leaders, to pioneering researchers, entrepreneurs and curators. Every day, alumni contribute to College life through our engagement programme, which offers a rich mix of events, communications and opportunities to support our mission. Looking ahead to the next five years, alumni will play an increasingly vital role in shaping, participating in and benefitting from the RCA’s global impact. To realise these ambitions, the Alumni Engagement team is expanding to deliver a bold new strategy.
We are seeking an Alumni Engagement Administrator to provide essential support to this work. Reporting to the Head of Alumni Engagement and the Alumni Engagement Manager, the postholder will oversee the accuracy and management of alumni data, while also providing high-quality administrative support across the team. Working closely with colleagues in Advancement & Alumni, this role will help ensure the smooth day-to-day running of our alumni programme and deliver an excellent experience to our global alumni community.
Key Responsibilities
Act as the first point of contact for alumni, monitoring shared inboxes and delivering excellent customer service.
Accurately maintain and update the alumni database, including processing record updates and importing data from student records.
Produce regular and detailed reports on alumni records, demographics, locations and contact preferences.
Provide administrative support to the Alumni Engagement Manager and Head of Alumni Engagement, including diary scheduling, meeting coordination and room bookings.
Support alumni communications by drafting correspondence and researching content for newsletters under the direction of the Alumni Engagement Manager.
Provide administrative support for alumni events, including logistics, documentation and follow-up.
Maintain accurate digital filing and records.
Assist with financial processes, including raising purchase orders and processing invoices.
Coordinate travel bookings for senior team members where required.
Take minutes for the Alumni Forum, which brings together RCA leaders termly.
Build knowledge of alumni engagement activities, attending and participating in meetings as necessary.
Gather best practice through experience and networking with colleagues.
Represent the RCA to alumni and external audiences with professionalism.
Work collaboratively across the Advancement & Alumni team.
Person Specification
Essential
Excellent customer service skills with a professional, customer-centred approach.
Strong interpersonal skills, with the ability to communicate effectively at all levels of the College.
A team player with a flexible, adaptable approach.
Strong written and verbal communication skills, with excellent attention to detail.
Experience handling personal data and confidential information with discretion.
Confident using databases and management systems.
Proven administrative experience.
Desirable
An interest in a career in Advancement & Alumni, or previous experience in a similar role.
Additional Information
The role will involve occasional evening and weekend working.
This is a fantastic opportunity to join a dynamic team and play a vital role in connecting the RCA with its extraordinary global alumni community.
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