Administrative Assistant, Alumni & Constituent Engagement
Alfred University
Reporting to the Director, the Administrative Assistant for Alumni and Constituent Engagement will manage the daily operational functions and serve as the primary administrative support for the department. The Administrative Assistant manages multiple projects simultaneously and supervises 1-2 interns. Candidates must demonstrate an ability to work with a diverse student and alumni population and serve as an advocate for that diversity.
Salary: $16-18.00 per hour, 35-hours per week
Essential Functions:Act as frontline contact with alumni. Respond to inquiries to cultivate and strengthen the relationship with the universityPrimary administrative support to the Alumni and Constituent Engagement staff: Director, Alumni Engagement Officer, and Annual Giving OfficerManage all aspects of the front office, welcome visitors to the Fasano House, check in visitors, assist with scheduling appointments, and manage office supply inventoryAssist with coordinating event logistics, host alumni, and coordinate meals, tickets, and accommodations for alumni engagement events with significant focus on signature events of Reunion and Homecoming Family weekendAssist in oversight of student employees and the organization and management of alumni engagement inventoryAssist Director with travel arrangements and travel advances; including making calls to schedule appointments when necessaryContribute to maintaining the Alumni webpage, content creation and management of alumni engagement platform, CRM Database and communications (i.e., social media channels, newsletters, calendars, etc.), assuring all information is updated and accurateIn coordination with the director, oversee departmental operational and proprietary budgets, including gifts, registration fees, and assist with compiling, analyzing, and distributing reports, including engagement reports, outcomes, etcSupport the division staff with online alumni directory, communication portal, social media posts, photo albums of alumni events, administration, gift management, alumni approvals, event approvals, and maintenanceServe as the primary liaison with Information Technology Services (ITS) to ensure all office equipment (i.e., phones, computers, printers, etc.) and coordinate with ITS for any service requestsOther Duties & Responsibilities:Support and assist in creating intersections for faculty, staff, and students that will assist in transforming people's livesSupport and assist in creating an evolving culture of mentoring and rich engagement opportunities for faculty, staff, and studentsMaintain a commitment to diversity, equity, and inclusion and a high degree of cultural competence and respect for a wide range of identities and experiences, therefore welcoming and supporting all faculty, staff, and students and expanding access to the AU experienceMaintain a safe working environment within and around their facilities and associated equipment and supplies, including, but not limited to, obtaining Safety Data Sheet (SDS) information pertaining to any hazards associated with their work environmentParticipate in all required assigned training, including safety training, and will comply with safety rules, regulations, and protocolsEffective written and oral communication skillsContribute to the University's overall success by performing other duties as assignedQualifications-Education & Experience, Knowledge, Skills & Abilities:Formal Education:Associates degree preferred, High school diploma requiredExperience:Experience in a professional, administrative environment. Previous administrative experience is required; a minimum of two years of related experience is preferredAdditional Knowledge/Skills:A high level of confidentiality is required, especially in handling alumni biographical information and giving information. Ability and willingness to support a constantly changing environment in the areas of alumni engagement and annual giving. Deadline-oriented and committed to accurate turnaround on requestsPhysical Demands & Work Environment:
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. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.
Ability to lift 25 pounds. Personal Protective Equipment must be worn when required. A respiratory function test and the ability to use respirators may be required. Stairs and uneven surfaces may be present; artificial lifts, etc., may or may not be available. The position may require the incumbent to walk outdoors in all types of weather to other buildings or offices located on the campus. The Campus is in an area that contains numerous hills and slopes and may not always be fully accessible for mobility-impaired individuals.
About Alfred University:
Lighting the way for students since 1836. "We've always been a place for makers, especially those who make the future. Our commitment to independent thinking, creativity, academic rigor and community have made us a unique kind of leader since 1836."
Alfred University (AU) was founded on principles of social justice in 1836 by liberal, independent thinkers who placed high value on education for all citizens. The University has retained and built upon the strong values of its founders, developing as an institution of national and international renown that is responsive to the needs of contemporary society while remaining consistent with the spirit of its origins. Alfred University is the second oldest coeducational college in the United States as well as one of the earliest nineteenth century colleges to have enrolled African American and Native American students. It has a long-standing history of educating socially conscious students who make a difference in their professions and their communities.
Over the course of the twentieth century, Alfred University evolved into a complex institution offering a full range of programs in the liberal arts and sciences, art and design, engineering, business, education, counseling, and school psychology to its nearly 2,000 undergraduate and graduate students that live, learn, and play on a 232-acre campus located in an idyllic, creative valley in Western New York. To learn more, visit alfred.edu.
Salary: $16-18.00 per hour, 35-hours per week
Essential Functions:Act as frontline contact with alumni. Respond to inquiries to cultivate and strengthen the relationship with the universityPrimary administrative support to the Alumni and Constituent Engagement staff: Director, Alumni Engagement Officer, and Annual Giving OfficerManage all aspects of the front office, welcome visitors to the Fasano House, check in visitors, assist with scheduling appointments, and manage office supply inventoryAssist with coordinating event logistics, host alumni, and coordinate meals, tickets, and accommodations for alumni engagement events with significant focus on signature events of Reunion and Homecoming Family weekendAssist in oversight of student employees and the organization and management of alumni engagement inventoryAssist Director with travel arrangements and travel advances; including making calls to schedule appointments when necessaryContribute to maintaining the Alumni webpage, content creation and management of alumni engagement platform, CRM Database and communications (i.e., social media channels, newsletters, calendars, etc.), assuring all information is updated and accurateIn coordination with the director, oversee departmental operational and proprietary budgets, including gifts, registration fees, and assist with compiling, analyzing, and distributing reports, including engagement reports, outcomes, etcSupport the division staff with online alumni directory, communication portal, social media posts, photo albums of alumni events, administration, gift management, alumni approvals, event approvals, and maintenanceServe as the primary liaison with Information Technology Services (ITS) to ensure all office equipment (i.e., phones, computers, printers, etc.) and coordinate with ITS for any service requestsOther Duties & Responsibilities:Support and assist in creating intersections for faculty, staff, and students that will assist in transforming people's livesSupport and assist in creating an evolving culture of mentoring and rich engagement opportunities for faculty, staff, and studentsMaintain a commitment to diversity, equity, and inclusion and a high degree of cultural competence and respect for a wide range of identities and experiences, therefore welcoming and supporting all faculty, staff, and students and expanding access to the AU experienceMaintain a safe working environment within and around their facilities and associated equipment and supplies, including, but not limited to, obtaining Safety Data Sheet (SDS) information pertaining to any hazards associated with their work environmentParticipate in all required assigned training, including safety training, and will comply with safety rules, regulations, and protocolsEffective written and oral communication skillsContribute to the University's overall success by performing other duties as assignedQualifications-Education & Experience, Knowledge, Skills & Abilities:Formal Education:Associates degree preferred, High school diploma requiredExperience:Experience in a professional, administrative environment. Previous administrative experience is required; a minimum of two years of related experience is preferredAdditional Knowledge/Skills:A high level of confidentiality is required, especially in handling alumni biographical information and giving information. Ability and willingness to support a constantly changing environment in the areas of alumni engagement and annual giving. Deadline-oriented and committed to accurate turnaround on requestsPhysical Demands & Work Environment:
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. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.
Ability to lift 25 pounds. Personal Protective Equipment must be worn when required. A respiratory function test and the ability to use respirators may be required. Stairs and uneven surfaces may be present; artificial lifts, etc., may or may not be available. The position may require the incumbent to walk outdoors in all types of weather to other buildings or offices located on the campus. The Campus is in an area that contains numerous hills and slopes and may not always be fully accessible for mobility-impaired individuals.
About Alfred University:
Lighting the way for students since 1836. "We've always been a place for makers, especially those who make the future. Our commitment to independent thinking, creativity, academic rigor and community have made us a unique kind of leader since 1836."
Alfred University (AU) was founded on principles of social justice in 1836 by liberal, independent thinkers who placed high value on education for all citizens. The University has retained and built upon the strong values of its founders, developing as an institution of national and international renown that is responsive to the needs of contemporary society while remaining consistent with the spirit of its origins. Alfred University is the second oldest coeducational college in the United States as well as one of the earliest nineteenth century colleges to have enrolled African American and Native American students. It has a long-standing history of educating socially conscious students who make a difference in their professions and their communities.
Over the course of the twentieth century, Alfred University evolved into a complex institution offering a full range of programs in the liberal arts and sciences, art and design, engineering, business, education, counseling, and school psychology to its nearly 2,000 undergraduate and graduate students that live, learn, and play on a 232-acre campus located in an idyllic, creative valley in Western New York. To learn more, visit alfred.edu.
Alfred University actively subscribes to a policy of equal employment opportunity, and will not discriminate against any employee, student or applicant because of race, age, sex, color, sexual orientation, gender identification or expression, physical or mental disability, religion, ancestry or national origin, marital status, genetic information, military or veteran status, domestic violence victim status, criminal conviction status, political affiliation or any other characteristic protected by applicable law. Protected veterans, minorities and women are encouraged to apply.
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