What are the responsibilities and job description for the Administrative Associate - Alumni Relations position at Springfield College?
Description
Under the supervision of the department head, this position has primary responsibility for the performance of administrative and clerical activities related to the day to day operations of the department, inclusive of programs and events. This position will perform a variety of administrative and staff support duties for the department with limited supervision. A range of computer skills (Microsoft Office, Google/Gmail Blackbaud/Raiser's Edge), interpersonal skills and general knowledge of office procedures along with outstanding customer service skills and attention to detail are required. This position requires the ability to compose, edit and proofread various correspondence and written materials along with answering phone calls and responding to numerous inquiries both on the phone, via email and in person. This staff member will work with their supervisor to resolve administrative challenges and inquiries. This staff member generally is the point person in welcoming, assisting and directing campus visitors
Responsibilities
Provide administrative support to staff as needed. Examples include assistance with mailings, generating various lists via Raiser's Edge (class contact lists, alumni volunteer lists, etc.), sending out thank you notes/sympathy cards etc. where appropriate. Organizing filing systems both electronically and hard copy for various office needs. Making travel arrangements for staff as needed.
Coordinate correspondence with Alumni Council members as directed by the department head. Organize and maintain Alumni Council yearly minutes, subcommittee files and other related Alumni Council materials. Attend three Alumni Council meetings yearly and records meeting minutes. Responsible for Alumni Council meeting logistics (food, reserving space, IT requirements etc.).
Responsible for on campus space reservations for signature events such as Reunion and Homecoming and other Alumni Relations on campus programs.
Responsible for securing room blocks at various hotels for signature events such as Reunion and Homecoming as well as other Alumni Relations programs as they arise. Provide name tags for various events. Assist with on site event check in and other event details as needed during Homecoming and Reunion. Assist with other event details leading up to Homecoming and Reunion.
Research, assist with design and purchase Springfield College giveaway items as needed.
Responsible for general supervision of student staff, working with the student employment office to activate student job postings, coordinate the online hiring process, train students in basic office responsibilities, approve/monitor student payroll as required.
Qualifications
High school diploma, GED or vocational training required with 3-5 years of directly related experience. experience.
Associate's degree preferred.
Knowledge, Skills & Abilities
Advanced knowledge of Microsoft Office Suite, (Excel, Outlook, PowerPoint, Word), HRIS, CX, Google docs and calendar.
Intermediate knowledge of website content updates
Strong customer service skills
Work collaboratively with internal and external constituents at all levels.
Work in a high paced busy environment during busy times.
Maintain confidential and sensitive information.
Organizational skills necessary.
Demonstrate a high degree of tact, integrity, and confidentiality.
Strong verbal and written communication skills. Ability to communicate verbally through written word to all levels of constituents.
Provide exceptional organizational and office management skills, with attention to detail to ensure a high degree of accuracy.
Willingness to work with minimal direction and to anticipate and meet organizational needs. Assist in seeking solutions to problems both within and beyond areas of direct responsibility.
Navigate the internet through various web browsers for informational purposes.
Occasional evening, holiday, or weekend work may be required to meet the needs and events of the department.
