What are the responsibilities and job description for the Administrative Assistant - Alumni Engagement position at Fredonia?
Job Description
Reporting to the Director of Alumni Engagement, the Alumni Engagement Administrative Assistant (AEAA) is responsible for providing comprehensive administrative support to the Alumni Engagement team, managing daily operations, coordinating events, maintaining alumni databases, and facilitating communication with alumni, primarily focusing on keeping alumni actively engaged with the University. The AEAA serves as receptionist for the alumni engagement office located in the Fredonia College Foundation House (FCF). Works in close collaboration with the FCF Development Assistant to assist with advancement staff administrative needs. Works with the Director in planning the Alumni Association Board meetings three times per year; as well liaising with board members and supporting other Alumni Board activities.
KEY RESPONSIBILITIES
Event Management :
Assist in planning and executing alumni events, including managing registration, venue booking, catering, speaker coordination, logistics, and financial payments.
Work closely with the Alumni Engagement team and key campus stakeholders to support homecoming, reunions, regional events, etc., specifically registration, website updates.
Database Management :
Update and maintain the alumni database with accurate contact information, ensuring data integrity and accessibility for all alumni communications, including, but not limited to : event promotion and registration, electronic alumni newsletter, and annual giving solicitations.
Communication :
Coordinate content in collaboration with University stakeholders, for alumni communications.
Upload content and distribute alumni newsletters, emails, and other communications, tailoring content to different alumni segments.
Maintain and update alumni engagement / Alumni Association website.
Volunteer Recruitment :
Support the recruitment and engagement of alumni volunteers for various initiatives and events.
Maintain lists of regional alumni volunteers and document in the alumni database.
Alumni Donor Stewardship :
In collaboration with University Advancement, assist with donor cultivation activities, including thank you letters, personalized communications, and donor recognition programs.
Assists with annual Scholars Brunch, Day of Gratitude, among others.
Financial Reporting and Data Analysis :
Manage credit card and P-Card reconciliation, travel, NET card records, and departmental accounts; vendor payments, prepare check requests, and oversee the Alumni Association budget.
Track alumni engagement metrics, document alumni engagement / event attendance in alumni data base, generate reports on event attendance, and overall alumni engagement activity.
Administrative Tasks :
Manage alumni office calendars, schedule meetings, triage and address incoming inquiries, process invoices, and provide phone coverage for the alumni engagement office and provide back up coverage for the advancement office.
Required Skills :
Excellent organization skills. Ability to manage multiple tasks simultaneously with attention to detail and deadlines.
Think critically, strategically and creatively about the tasks and processes of the Alumni Engagement programs.
Support the team's efforts to meet yearly engagement, financial and alumni participation goals.
Effective writing and verbal communication to interact with alumni, stakeholders, and internal teams.
Proficiency in Word, Excel, PowerPoint for creating documents and presentations.
Requirements :
MINIMUM QUALIFICATIONS
High school diploma and / or Associate's Degree
Two years of experience providing administrative support in an office setting
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