What are the responsibilities and job description for the Administrative Assistant - Alumni Engagement position at State University of New York at Fredonia?
Location: Fredonia, NY Category: Clerical/Secretarial Posted On: Thu Feb 27 2025 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.
Job Requirements:
MINIMUM QUALIFICATIONS
High school diploma and/or Associate's Degree
Two years of experience providing administrative support in an office setting
Office software proficiently (Microsoft, Google, excel, PowerPoint)
Ability to work independently and as part of a team
PREFERRED QUALIFICATIONS
Bachelor's degree and 5 years of administrative support experience
Prior experience in alumni relations or event planning
Prior experience in higher education
Familiarity with fundraising principles and donor stewardship practices
Additional Information:
12-month non-exempt position
37.5 hours/week
Salary range: $43,000-$52,000/annually commensurate with experience
Anticipated Start Date: On or before 4-15-2025
This is a non-State position, funded through the Alumni Association
Fredonia prides itself on an outstanding workforce. To continually support organizational excellence, the university conducts background screens on applicants.
An Affirmative Action, Equal Opportunity Employer, Fredonia provides for, and promotes, equal opportunity employment, compensation, and other terms and conditions of employment, without discrimination.
Pursuant to University policy, the University is committed to fostering a diverse community of outstanding faculty, staff, and students, as well as ensuring equal educational opportunity, employment, and access to services, programs, and activities, without regard to an individual's race, color, national origin, religion, creed, age, disability, sex, gender identity, sexual orientation, familial status, pregnancy, predisposing genetic characteristics, military status, or domestic violence victim status. Employees, students, applicants or other members of the University community (including but not limited to vendors, visitors, and guests) may not be subjected to harassment that is prohibited by law, or treated adversely or retaliated against based upon a protected characteristic.
The University's policy is in accordance with federal and state laws and regulations prohibiting unlawful discrimination and harassment. These laws include the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act of 1973, Title IX of the Education Amendments of 1972, Title VII of the Civil Rights Act of 1964 as Amended by the Equal Employment Opportunity Act of 1972, and the New York State Human Rights Law. These laws prohibit discrimination and harassment, including sexual harassment and sexual violence.
SUNY Fredonia is actively recruiting diverse faculty of all backgrounds. In efforts and our commitment to the goal of building a diverse workforce we are participating in PRODiG. PRODiG ("Promoting Recruitment, Opportunity, Diversity, Inclusion and Growth") aims to increase the representation of historically underrepresented faculty at SUNY including underrepresented minority ("URM") faculty in general and women faculty of all races in STEM fields ("WSTEM"). Click this link https://www.suny.edu/prodig/ to find out more about PRODiG.
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.
Job Requirements:
MINIMUM QUALIFICATIONS
High school diploma and/or Associate's Degree
Two years of experience providing administrative support in an office setting
Office software proficiently (Microsoft, Google, excel, PowerPoint)
Ability to work independently and as part of a team
PREFERRED QUALIFICATIONS
Bachelor's degree and 5 years of administrative support experience
Prior experience in alumni relations or event planning
Prior experience in higher education
Familiarity with fundraising principles and donor stewardship practices
Additional Information:
12-month non-exempt position
37.5 hours/week
Salary range: $43,000-$52,000/annually commensurate with experience
Anticipated Start Date: On or before 4-15-2025
This is a non-State position, funded through the Alumni Association
Fredonia prides itself on an outstanding workforce. To continually support organizational excellence, the university conducts background screens on applicants.
An Affirmative Action, Equal Opportunity Employer, Fredonia provides for, and promotes, equal opportunity employment, compensation, and other terms and conditions of employment, without discrimination.
Pursuant to University policy, the University is committed to fostering a diverse community of outstanding faculty, staff, and students, as well as ensuring equal educational opportunity, employment, and access to services, programs, and activities, without regard to an individual's race, color, national origin, religion, creed, age, disability, sex, gender identity, sexual orientation, familial status, pregnancy, predisposing genetic characteristics, military status, or domestic violence victim status. Employees, students, applicants or other members of the University community (including but not limited to vendors, visitors, and guests) may not be subjected to harassment that is prohibited by law, or treated adversely or retaliated against based upon a protected characteristic.
The University's policy is in accordance with federal and state laws and regulations prohibiting unlawful discrimination and harassment. These laws include the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act of 1973, Title IX of the Education Amendments of 1972, Title VII of the Civil Rights Act of 1964 as Amended by the Equal Employment Opportunity Act of 1972, and the New York State Human Rights Law. These laws prohibit discrimination and harassment, including sexual harassment and sexual violence.
SUNY Fredonia is actively recruiting diverse faculty of all backgrounds. In efforts and our commitment to the goal of building a diverse workforce we are participating in PRODiG. PRODiG ("Promoting Recruitment, Opportunity, Diversity, Inclusion and Growth") aims to increase the representation of historically underrepresented faculty at SUNY including underrepresented minority ("URM") faculty in general and women faculty of all races in STEM fields ("WSTEM"). Click this link https://www.suny.edu/prodig/ to find out more about PRODiG.
Salary : $43,000 - $52,000
