Function Unit

FUNCTION OF THE ALUMNI RELATIONS CENTRE

  STRATEGIC PUBLICATION & ALUMNI BRANDING SECTION  

1. Monitor communication effectiveness through readership analytics, alumni responses, and social media engagement.
2. Conduct interviews, research, and writing of profiles on distinguished and inspirational alumni.
3. Compile alumni historical materials including videos, testimonials, time capsules, and heritage galleries.
4. Develop digital alumni archives and special collections of notable alumni figures.
5. Coordinate, manage, and implement the publication of the UPM Alumni magazine Serdang Sun once a year.
6. Coordinate, manage, and implement the publication of the UPM Alumni e-Newsletter four times a year.
7. Coordinate, manage, and implement appreciation messages for alumni through the Alumni Relations Centre social media platforms.
8. Coordinate, manage, and implement birthday greetings for alumni through monthly e-cards.
9. Coordinate and implement content development for programme books, speeches, annual reports, banners, buntings, videos, and other promotional and publicity materials related to alumni programmes.
10. Coordinate and monitor the design and layout of programme books, annual reports, banners, buntings, videos, and other related materials.
11. Coordinate and update the Alumni Relations Centre website, social media platforms, and official email communications.

  ALUMNI NETWORKING & PROFESSIONAL ENGAGEMENT SECTION  

1. Plan and implement alumni engagement strategies.
2. Develop and coordinate short-term and long-term alumni engagement plans.
3. Identify alumni groups according to clusters (faculty, cohort, industry sector, country).
4. Conduct impact studies on alumni programmes towards institutional development.
5. Prepare annual engagement reports based on data and performance indicators.
6. Organise global engagement programmes such as International Alumni Week, regional gatherings, webinars, and career forums.
7. Integrate international alumni into campus programmes as mentors, speakers, or industry advisors.
8. Manage, coordinate, implement, and report activities/programmes related to industry and community networking (JINM).
9. Coordinate, manage, and implement alumni tracing activities, meet-and-greet sessions, consultations, and discussions with alumni.
10. Coordinate and manage the establishment of new UPM Alumni Chapters.
11. Manage and coordinate collaborative programmes/activities with the UPM Alumni Association and Alumni Chapters.
12. Manage, implement, and monitor the Alumni Networking Activity Grant for students.

  FUNDRAISING, ENDOWMENT & SCHOLARSHIP SECTION  

1. Drive systematic and sustainable alumni fundraising strategies through endowment approaches, individual contributions, alumni consortiums, and strategic industry–alumni collaborations.
2. Coordinate contribution initiatives provided by alumni and special recognition projects for contributing alumni.
3. Manage, coordinate, and implement alumni scholarship funding and student financial assistance matters.
4. Manage and implement the University Academic Awards in conjunction with the UPM Convocation Ceremony (involving alumni awards/alumni sponsorships).
5. Manage, coordinate, and implement alumni fundraising activities for university development projects (Clock Tower).
6. Strengthen the 1 Alumni 10 Ringgit Contribution Campaign (1A10SR).
7. Strengthen the Sultan Idris Shah Endowment Fund (TESIS).
8. Manage, coordinate, and implement income-generating activities/programmes for the Yayasan Pak Rashid (YPR).

  ALUMNI DATA & STRATEGIC MANAGEMENT SECTION  

1. Plan, update, and ensure the integrity of the UPM alumni database system (including dashboards and profiling systems).
2. Develop alumni profiling systems based on field, location, industry, achievements, and engagement.
3. Analyse alumni data comprehensively to identify trends, engagement opportunities, and institutional development impact.
4. Integrate alumni systems with student databases, alumni HR systems, faculty portals, endowment systems, and engagement platforms.
5. Manage and coordinate Key Performance Indicator (KPI) reporting for Student Affairs & Alumni (HEPA).
6. Manage and coordinate the MS ISO 9001:2008 Quality Management System.
7. Manage, coordinate, and monitor PTJ Star Rating assessments.
8. Manage and coordinate departmental reporting to the University Management Meeting.
9. Manage and coordinate departmental reporting to the HEPA Management Committee Meeting.
10. Manage and coordinate departmental reporting to the University Senior Officers Meeting.
11. Manage and coordinate Customer Charter reporting and customer satisfaction assessments.
12. Manage and coordinate staff training programmes.

  ADMINISTRATION & FINANCE UNIT  

1. Implement administrative and human resource matters for the Alumni Relations Centre, including recruitment of new officers/staff and preparation of job descriptions and responsibilities for all staff.
2. Supervise and monitor all departmental support service requirements related to equipment, vehicles, landscaping, maintenance, and building upgrades.
3. Manage, coordinate, and monitor visits from public universities and external agencies.
4. Coordinate and monitor all PTJ activities and programmes throughout the year.
5. Manage procedures for organising and implementing alumni activities/programmes.
6. Plan and monitor departmental operating budget accounts and trust funds.
7. Manage and coordinate financial matters including supplier selection review, procurement processes, receiving, payment to suppliers, and other related matters.
8. Manage, coordinate, and monitor attendance and leave management.
9. Manage, coordinate, and monitor Annual Performance Evaluation management (Putra Prestasi and ELPPT).
10. Manage, coordinate, and monitor capital assets and low-value asset management.
11. Manage, coordinate, and monitor records management.
12. Manage, coordinate, and monitor stationery store management.
13. Manage, coordinate, and monitor vehicle management.
14. Manage, coordinate, and monitor departmental occupational safety and health management.
15. Manage, coordinate, and monitor scheduled maintenance and repair management.
16. Manage, coordinate, and monitor alumni souvenirs and alumni package management (Convocation Ceremony).

Updated:: 08/05/2026 [ahmadamirul]