Administrative Assistant - Alumni Relations

The Part-Time Administrative Assistant will play a vital role in supporting the growth and daily operations of the Amen Clinics Brain Warrior Alumni Network (ACBWAN). This dynamic position is ideal for a highly organized, tech-savvy individual with strong proficiency in Microsoft Excel, SMS and email communication platforms, social media tools, and the Microsoft Office Suite. The role supports essential data systems, communication workflows, and the planning and execution of alumni-centered events. This position may evolve into a full-time opportunity as the program scales. 

 Essential Duties and Responsibilities:

 Alumni Portal & Data Management 

• Maintain alumni records and profiles within the Hivebrite portal. 
• Oversee migration of alumni data from the BestNotes EMR system. 
• Ensure database integrity and consistent updates. 

Communications Support 

• Draft and deploy mass email and SMS campaigns to alumni. 
• Monitor engagement metrics and adjust strategy as needed. 
• Ensure timely and accurate distribution of digital communications. 

Excel Reporting & Analytics 

• Build and maintain spreadsheets to track alumni engagement. 
• Generate visual dashboards and data summaries. 
• Identify trends to inform program growth. 

Content Collaboration & Social Media 

• Partner with Marketing to craft and share content via alumni communication channels. 
• Suggest and contribute ideas for campaigns to increase engagement. 

Event Coordination 

• Assist with planning alumni chapter events and ambassador training. 
• Help coordinate logistics, travel, vendors, and supplies for events. 
• Communicating with chapter leads and hosts to ensure smooth event execution. 

Inventory & Vendor Management 

• Track and manage alumni program materials and promotional items. 
• Order branded swag and monitor shipments. 

Administrative Support 

• Perform clerical tasks including document creation, data entry, filing, and correspondence. 
• Assist with supply orders and material preparation for program initiatives. 
• Maintain accurate and up-to-date documentation for all activities. 

Other Duties 

• Provide general support to the Alumni Program Manager. 
• Take on new responsibilities as the program evolves. 

 Qualifications and Requirements:

 Bachelor’s degree in Business Administration, Communications, Marketing, or related field preferred. 

• 1 years of experience in alumni programming, event coordination, or administrative support. 
• Advanced proficiency in Microsoft Excel and the Microsoft Office Suite. 
• Familiarity with email marketing tools (e.g., Mailchimp, Constant Contact) and CRM systems.
• Working knowledge of SMS platforms (e.g., Twilio, ClickSend, SimpleTexting).
• Strong understanding of social media platforms (Facebook, Instagram, LinkedIn). 
• Excellent written and verbal communication skills.
• Organized, self-motivated, and adaptable.

 Knowledge, Skills, and Abilities:

 Strong attention to detail and ability to manage multiple priorities. 

• Proactive problem solver with a collaborative mindset. 
• Comfortable with data entry and digital systems management.
• Ability to work independently and as part of a team.