Alumni Engagement Specialist
Carey Baptist Grammar School
Melbourne, Victoria
Posted on: 22 January 2026
Closing date: 3 February, 2026
The Role
The Alumni Engagement Specialist provides high level administrative and operational support across the Alumni and Community functions within the wider Community Engagement team. Central to the position is building strong rapport and providing thoughtful support to alumni, current and past families, and past staff, recognising these community members as an integral and highly valued part of the Carey community and playing a key role in fostering meaningful, long-term connections. This role is also the department owner of the School’s database and future CRM systems for community data and the School CRM within the department, ensuring data integrity, effective reporting, and streamlined engagement processes.
Reporting directly to the Alumni and Community Manager, the Alumni Engagement Specialist will also work closely with the broader Community Engagement department and School community.
Position Details
- 0.8 FTE
- Permanent, Part Time
- Flexible work from home arrangements may be available, subject to operational requirements.
If you’re ready to contribute your skills to a rewarding role within an inspiring community, we encourage you to apply!
Duties & Responsibilities
Duties and responsibilities of the Alumni Engagement Specialist include, but are not limited to:
Administration and Project Coordination:
- Coordinate the development of Alumni and Community content for both external and internal publications
- Provide administrative and project-based support for the Alumni and Community function, including management of multiple community inboxes, phone queries, mail, stakeholder meetings, maintenance of procedure documents and digital platform updates including Active Campaign, Potentiality and social media.
- Provide administrative support for key Alumni and Community campaigns and projects including alumni, current and past families, past staff and donors.
- Under the guidance of the Alumni and Community Manager undertake stakeholder stewardship phone calls including to donors, alumni, event attendees and families.
- Support the planning and execution of Alumni and Community events and programs, including managing event logistics, liaising with stakeholders, assisting with the development of event and program materials to enhance alumni engagement and fundraising efforts.
- Act as a key point of contact for the Old Carey Grammarians Association (OCGA) Council and provide administrative support to its operations.
- Act as a key point of contact for the Past Families Hub and provide support in its operations
- Lead the development and sharing of relevant and inspiring content to engage alumni to be promoted across the School and OCGA social media channels and newsletters.
- Work collaboratively with the Community Engagement team across all portfolios.
- Undertake other duties as directed by the Alumni and Community Manager or Executive Director – Community Engagement
Database Management
- Serve as the departmental owner of the database including updating relevant constituent records and maintaining data integrity for all community stakeholder groups.
- Assist with the migration of existing Community Engagement data into a new database system, as required, working closely with Tech services to ensure a seamless integration and data integrity
- Assist with collating data for reports to the Board and Senior Leadership on all Community Engagement functions
- Maintain data governance standards, protocols, and best practice processes to ensure accuracy, consistency, privacy, and compliance with relevant legislation
- Identify opportunities to improve systems, workflows, and reporting capabilities to enhance efficiency and the overall stakeholder experience.
Qualifications, Knowledge & Experience
Excellent verbal and written communication and editing skills, with a high degree of professionalism
Demonstrated experience in preparing and distributing EDMs, digital newsletters and printed mail
Excellent working knowledge of the Microsoft Office Suite, particularly Excel, Word and PowerPoint
Accurate and reliable data entry with excellent attention to detail
Strong skills in the use of technology and reconciliation of data across multiple systems
Strong analytical, conceptual and problem-solving skills
Flexibility and proven organisation, time and project management skills with the ability to prioritise competing demands
“People person” with a proven ability to develop effective relationships with internal and external stakeholders
Demonstrated ability to maintain confidentiality, discretion and professionalism
Willingness to engage with new technologies and systems including AI
Ability to work autonomously and as part of an administrative and multiskilled team
A valid Employee Working With Children Check is a requirement of employment in this position.
Child Safety
Carey Baptist Grammar School is committed to providing a safe environment for all students, acting in their best interests, promoting their wellbeing and keeping them safe at all times.
Staff have a responsibility to:
- Have knowledge of the relevant laws, and read and formally acknowledge their acceptance of the school’s Code of Conduct, Child Safety and Wellbeing Policy, and Reporting Child Abuse Policy, and comply with all requirements.
- Take all reasonable steps to protect children from abuse.
- Report any reasonable belief that a child’s safety is at risk to the relevant Head or Principal.
- Fulfil their obligations as mandatory reporters including reporting to external authorities where applicable
Occupational Health and Safety (OHS)
Staff have a responsibility to:
- Comply with Victorian OHS legislation and Carey’s OHS policies and procedures.
- Perform duties in a safe manner without risk to his/her own health and safety, or the health and safety of others including, but not limited to students, other staff, contractors, volunteers and visitors.
- Report any hazard, incident, injury or illness as soon as practicable to the Business Manager.
- Make OHS a priority, by completing, or contributing to, required risk management plans whilst undertaking tasks in the School’s operations.
Equal Opportunity Employer
We respect, celebrate and nurture individual, cultural and societal diversity. We recognise that individuals are unique and positively acknowledge and affirm the oneness and equality of humankind in all its dimensions of race, ethnicity, gender, sexual orientation, socio-economic status, age, physical ability and religious or political beliefs.
Carey Baptist Grammar School reserves the right to modify position descriptions as required.
The School performs thorough assessments of potential and existing employees. The screening process includes, but is not limited to, Criminal Records Checks and Working with Children Checks. This position description is the property of Carey Baptist Grammar School and is intended for candidates’ and employees’ use only. It cannot be reproduced without the School’s permission.
The Perks
A career at Carey, provides staff with access to:
- Competitive remuneration
- Access to outstanding facilities and resources
- 5 Weeks Annual Leave
- A supported and inclusive work environment where your ideas are valued and encouraged
- …And much more!
Want to find out more?
If you are interested in a career at Carey, we’re excited to hear from you!
Click “Apply Now” to submit your up-to-date Cover Letter and Curriculum Vitae by 3 February 2026.
Please note: only shortlisted candidates will be contacted.
Let’s work together to inspire young minds at Carey!
To find out more about this opportunity, download the Position Description here
Carey Baptist Grammar School is committed to providing a safe environment for all students, acting in their best interests, promoting their wellbeing and keeping them safe at all times.
We acknowledge the traditional custodians of the lands and waters surrounding us and pay our respects to the Elders past, present and emerging. We celebrate, value and include people of all backgrounds, sexualities, cultures, bodies and abilities.
