Reporting to the Director of Alumni Relations, the Administrative Assistant provides comprehensive administrative support to the Alumni Relations team to ensure success in all Alumni Relations programming.
Primary Duties and Responsibilities
- Assist in the preparation and coordination of all Alumni Relations programs and events, both off-campus and on-campus. This includes, but is not limited to invitations, vendor hiring and contract processing, online registrations, expense tracking, production of programs, nametags, etc. Assist with all aspects of planning and carrying out annual Reunion Weekend. Some evening and weekend work is required.
- Produce communications for Alumni Relations events to deliver Academy messages via the email marketing platform, printed mailings, etc.
- Perform frequent database extractions and run various reports as part of event planning and execution, track income, expenses, attendance, and other metrics
- Coordinate three yearly meetings for the Executive Committee of the Alumni Association and maintain up-to-date information for the group’s website and handbook
- Run yearly reception area counts to help in selection of future reception sites
- Draft, proofread, edit, and format correspondence, reports, meeting notes, spreadsheets for members of the Alumni Relations team
- Process all event invoices and deposit income for events
- Provide excellent customer service while assisting volunteers, alumni, parents, and visitors
- Maintain positive relationships with external constituents as well as with on-campus colleagues and service providers
- Manage inventory levels of office and event supplies
- Assist with calendar and meeting scheduling
- Generate Reunion registration reports and distribute to Advancement staff to help maximize Reunion attendance
Physical Job Demands
- Close visual acuity to analyze data and figures and to view a computer terminal
- Ability to sustain substantial movements of the wrist, hands and/or fingers
- Ability to occasionally lift, carry, push, pull or otherwise move objects up to 10 lbs.
- Ability to occasionally stoop, kneel or reach
Working Conditions
The worker is mainly in an office environment, and not substantially exposed to adverse environmental conditions.
Disclaimer
The above job description is intended to describe the general nature and level of work being performed by employees assigned to this classification. This job description is not intended to be construed as a comprehensive list of all responsibilities, duties and skills required of personnel so classified. It is expected that job duties and responsibilities will develop over time commensurate with performance.
Special Instructions for Applicants
Application materials must include:
- A cover letter summarizing interests and qualifications
- A complete resume or curriculum vitae
**SIGN-ON BONUS**
The successful candidate will receive a $1,000 sign-on bonus ($500 paid at time of hire and $500 paid at the end of 90 days of employment.
