Administrative Assistant - Office of Advancement & Alumni Relations

About the role

The Administrative Assistant supports the Office of Advancement & Alumni Relations by performing a variety of clerical, administrative, and project-related duties. This position works closely with the Director of Institutional Development, Grants and Alumni Relations.

Responsibilities

• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Raiser’s Edge database management. Inputs, corrects, and updates alumni, donor, employee, and Board information, posts donations, sends receipt letters and does reports. Documents donations using Batch and gathers data requested. Generates and sends weekly reports for Accounting re: donations.
• Helps coordinate & supervise the yearly Phonathon, Alumni Connections, and Gateway Magazine.
• Requests graduate’s information from IT/Datatel and inputs it into Raiser’s Edge software.
• Organizes work by researching, and routing correspondence; proof reads and drafts letters and documents; acts as custodian for corporate documents and records; collects and analyzes information; and initiates telecommunications.
• Maintains appointment schedules by maintaining calendar for Director of Institutional Development, Grants and Alumni Relations (IDGAR).
• Arranges meetings, conferences, conventions, teleconferences, events, and travel, for the Director of IDGAR.
• Maintains and supports Director of IDGAR by managing projects; evaluates situations and/or issues and makes recommendations as needed.
• Manages Office of Advancement & Alumni Relations, in addition to supervising student professionals.
• Maintains confidentiality of all sensitive information related to Advancement, Development, Alumni Relations and all campus entities.
• Prepares reports by collecting and analyzing information as requested by various campus academic and supportive departments.
• Completes and submits pre-authorizations, expense authorizations, check requests, and invoices for reimbursement and other items as assigned.
• Composes, proofreads, and edits documents, records, and other materials.
• Processes timecards for student workers for Advancement & Alumni Relations.
• Provides historical reference by developing and utilizing filing and retrieval systems; and records and disseminates meeting discussions.
• Responsible for the agenda and minutes for all committees that the Director of IDGAR is the chair of.
• Assists the Director of IDGAR in the planning and execution of University events, including but not limited to: Visionaries Gala, Alumni Weekend, WAU Sabbath, Groundbreakings, Grand Openings, receptions, President’s lunches, Top Donor Brunch, and other events as assigned by the President. Specifically, responsible for alumni weekend registration and coordination of registration volunteers.
• Attends and serves on University Committees as requested and assigned. Liaison to faculty, staff, students, and Departments including requests for data and reports, etc.

Qualifications

• Education and/or Experience:
• Bachelor’s degree from four-year College or university;
• two to four years related experience and/or training;
• Equivalent combination of education and experience.
• Has Raiser’s Edge 7 or NXT training/experience.
• Language Skills:
• Superior command of English grammar and spelling;
• Excellent verbal and written communication;
• Exceptional presentation and public speech ability.
• Mathematical and Technology Skills:
• Working knowledge and application of Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook;
• Basic computational skills.
• Reasoning Ability:
• Ability to deal multi-task and meet deadlines;
• Applies logical or scientific methods to a wide range of intellectual and practical problems.
• Other Skills and Abilities:
• Must exhibit leadership skills;
• Possesses capacity for planning, organizing, and controlling;
• Advanced skills in team building, motivation, and conflict resolution.
• Physical Demands:
• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
• The employee will frequently be called upon and must be able to work long hours under stressful conditions.
• While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear.

Benefits

Not specified.

Pay

$20.00/hour

Schedule

Not specified.