Job Summary

The Alumni and Development Administrative Assistant provides administrative and clerical support to the Offices of Alumni and Community Relations and Development. He or She is responsible for organizing the workload and initiating best office practices and procedures to contribute to the efficient and responsive operation of the two offices.

This position provides database management support and is responsible for the coordination of the activities and appeals.

Job Duties (but not limited to):

• Perform routine clerical and administrative functions including creating reports, handling incoming phone calls, updating database information, attending and taking minutes of various meetings, assembling small mailings, organizing and managing office supplies.
• A primary role of the position requires proficient use of Excel to coordinate all direct mail appeals, maintain appeals calendar and create mailing lists of fundraising efforts using database queries.
• Maintain the budget for the offices by recording all bills, payments, and deposits. Reconcile budget records with the Business Office.
• Handle correspondence both confidential and public.
• Assist with and help coordinate meetings and events. Collaborate with departments, faculty, and contract services to synergize the requirements of meetings and events.
• Help Director of Alumni and Community Relations in coordinating two yearly meetings of the Alumni Association’s Executive Committee; take and transcribe minutes as well as follow up on action items.
• Maintain records and documents pertaining to alumni and the community.
• Research office records (yearbooks and bulletins) for public when a request is made about the past attendance of alumni.
• Prepare Class Notes section of Columns magazine distributed three times a year. Input information on each alumnus record in Raiser’s Edge.
• Update constituent information in Raiser’s Edge, which would include contact information changes, biographical and news updates. Also add alumni, friends, etc. to the database as needed.
• Run Queries in Raiser’s Edge when requested by the Directors of Alumni and Community Relation and Development, campus departments, divisions, and campus groups for their outreach with alumni.
• Maintain registration material, man registration table at event, and develop reports after event is over, for all events hosted by Alumni and Development.
• Assist with scholarship donor recognition and maintain accurate records of scholarship donors.
• Supervise student worker(s) and handle time sheets.
• Be able to work weekends of Homecoming, Commencement, and a few nights during the year.
• Coordinate reservations for, and maintenance of, the Development vehicle.
• Handle sensitive situations with a caring and respectful nature and execute and respond to requests in a professional manner.
• All other duties as assigned in support of the effective and efficient operation of the Offices of Alumni and Community Relations and Development.

Minimum Qualifications

Bachelor’s degree and three (3) years of clerical, administrative, secretarial or office management experience; or, the equivalent combination of experience, training and/or education as approved by Human Resources.  Prior administrative experience in a college or university is preferred.

Knowledge, Skills and Abilities:

• Strong computer skills are required, particularly in Microsoft Office programs.
• Excellent written and verbal communication skills.
• Knowledge and experience working with Raiser’s Edge and Banner databases.
• Ability to proof and edit written materials.
• Excellent analytic, organization and problem-solving skills with ability to manage multiple tasks simultaneously. 
• Ability to communicate effectively with faculty, staff, students and all key members of the college and local community.