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Administrative Assistant to the Office of Alumni Engagement, Waukesha

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Position Number: 2665461
Location: Waukesha, WI
Position Type: Development and Fund Raising

Administrative Assistant to the Office of Alumni Engagement, Waukesha

General Information

Job Title:Administrative Assistant to the Office of Alumni Engagement
Location:
- 100 N East Ave
- Waukesha, WI, 53186
- United States
Employee Type:Support Staff
Job Category:Alumni Engagement, Staff
Minimum Experience:5 Years
Manage Others:Yes

Description

Job Description

Position: Administrative Assistant to the Office of Alumni Engagement

Classification: Support Staff- Full Time- 12 Months- 2080 Hours

Reports To: Senior Director of Alumni Engagement

Position Summary: The Administrative Assistant to the Office of Alumni Engagement is an important resource for Carroll University. This person is usually the first touchpoint for alumni, donors, and friends as they connect with the university. This position is responsible for a wide range of administrative support including, but not limited to, assisting with alumni event logistics, preparing mailings and reports, responding to routine alumni questions via email and phone, and serving as a friendly reception resource for the Office of Alumni Engagement. This position reports to the Senior Director of Alumni Engagement.

Responsibilities:

Provides a key point of contact for Carroll alumni and front-line response for phone calls and emails to the Office of Alumni Engagement.

Assist in coordinating alumni event logistics (catering needs, managing registrations, set-up needs, sending confirmations, nametags, etc.) and work at alumni events as needed (i.e. Homecoming & Reunion Weekend, Pioneer Golf Classic).

Schedule meetings, coordinate meeting logistics, and prepare materials.
Update and maintain alumni master calendar, to include event dates, mail and e-mail drop dates, etc.
Respond to all alumni emails; take appropriate action where needed.
Create alumni events in the database.
Manage and maintain registration lists for alumni events.
Responsible for tracking all alumni engagement and updating alumni records in the database.
Manage, under the supervision of the senior director, the alumni budget: prepare budget transfers, manage credit card statements, etc.

Train, manage, and supervise student workers.
Respond to help requests from alumni for the online Carroll Alumni Community and collaborate with Advancement Services to resolve issues.

Format and proofread correspondence and ensure copies are maintained in appropriate files.
Coordinate electronic mailing files in collaboration with the Director of Advancement Services.
Share alumni notes as they are received with the marketing and communications department for alumni publications.
Ensure all alumni notes and updates are accurately included in F1RST magazine.
Oversee Commencement gift preparation and distribution.
Oversee and manage the alumni office files and records.
Maintain alumni office storage area, keep an inventory of supplies and keep the room neat and orderly; keep the alumni office in an organized manner.
Perform other duties as assigned or delegated.

Qualifications:

Education and/or Experience:

Associates degree preferred or training in appropriate field.
Five to seven years administrative experience preferred.
Excellent computer skills including proficiency with Microsoft Office (Word, Excel, Power Point, and Outlook) and other electronic communications tools.

Exemplary written, interpersonal and oral communication skills.

Ability to work effectively with alumni, donors, trustees, faculty, staff, students, and emeriti.
Strong organizational skills.

Additional Knowledge, Skills and Abilities:

Must be able to work well in alumni engagement activities and respond to alumni as well as colleagues across campus as customers for those activities.
Pleasant and helpful phone manners.
Willingness to work a few evening and weekend hours related to special events and meetings, as required.
High energy level, self-motivated and self-directed to complete projects.
Must also have the skills and desire to: multi-task and meet deadlines with high-level of accuracy; be a team player; work collaboratively; ability to maintain accuracy; work in a fast-paced environment; willingness to learn the principles and techniques relevant to alumni engagement and all elements of development.
Demonstration of integrity and a positive attitude.

Candidates must be willing and able to support and advance the University mission.

To apply, please visit: https://secure4.saashr.com/ta/6153588.careers?showjob=436513602