Administrative Assistant II, Alumni Relations and Engagement/ University Advancement

Job Description:

OFFICIAL TITLE: Administrative Assistant II, Alumni Relations and Engagement/University Advancement
SUPERVISION RECEIVED: Executive Director of Development and Alumni Relations
SUPERVISION EXERCISED: May supervise student workers

General Statement of Duties: The Administrative Assistant II serves as a front-line representative for University Advancement and provides administrative and operational support to the Advancement division. The position supports the Executive Director of Development and Alumni Relations and provides administrative assistance to Advancement staff in support of alumni engagement, communications, events, and office operations.

The incumbent serves as a primary point of contact for internal and external constituents and is responsible for coordinating administrative activities, maintaining records and calendars, assisting with event logistics, preparing correspondence and materials, and supporting the daily operations of the division. The position requires strong organizational skills, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced office environment.

Responsibilities:

(E) = Essential

1. (E) Serves as a primary point of contact for University Advancement, including alumni events, meetings, committees, and general office inquiries; answers phones, greets visitors, and provides information and assistance to internal and external constituents.
2. (E) Provides administrative support to the Executive Director of Development and Alumni Relations, including calendar management, scheduling meetings, preparing correspondence and materials, coordinating travel arrangements, and managing office communications.
3. (E) Provides administrative support to Advancement staff, including the Director of Communications, Annual Giving and Donor Relations, and the Associate Director of Alumni Relations and Engagement.
4. (E) Assists with the coordination and logistical support of alumni and university advancement events and meetings, including scheduling, room reservations, vendor coordination, invitations, registrations, requisitions, purchase orders, and on-site event support.
5. (E) Provides administrative support for alumni committees and volunteer groups, including the Alumni Association Advisory Board and the Athletic Hall of Fame Committee.
6. (E) Maintains alumni engagement programs and related records, communications, and correspondence.
7. (E) Assists with stewardship-related activities, including condolence outreach, donor acknowledgements, and coordination of related communications.
8. (E) Coordinates student worker assignments and provides basic operational guidance and training as needed.
9. (E) Maintains alumni and advancement event calendars, online registration systems, and related records.
10. (E) Assists in preparing and distributing communications, including email communications, class notes, event materials, and other alumni-related correspondence.
11. (E) Serves as liaison with Advancement Services staff to maintain accurate alumni and donor records.
12. (E) Tracks office supply inventory and assists with purchasing and office budget-related processes.
13. (E) Provides general office support, including mail distribution, filing, document preparation, and coordination of office operations.
14. (E) Demonstrates professionalism, discretion, tact, and sound judgment when working with alumni, donors, students, faculty, staff, and university leadership.
15. (E) Evening and/or weekend hours may be required for events and meetings.
16. (E) Demonstrates civility and professional, customer service-oriented behavior.
17. (E) Responsible for contributing to the WSU Strategic Plan and Equal Opportunity/Affirmative Action objectives.
18. (E) Performs other duties as assigned within the Administrative Assistant classification:

• Classification specifications are available at

Requirements:

Required Qualifications:

• Must have at least (A) two years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management, the major duties of which included one or more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration or program management, (B) any equivalent combination of the required experience and the substitutions below.

Substitutions:

• An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.*
• An Associate's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.*

*Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

• Knowledge of the principles and practices of office management.
• Knowledge of the types and uses of general office equipment.
• Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities.
• Ability to analyze and determine the applicability of data, to draw conclusions and to make appropriate recommendations.
• Ability to follow written and oral instructions.
• Ability to gather information through questioning individuals and by examining records and documents.
• Ability to write concisely, to express thoughts clearly and to develop ideas in logical sequence.
• Ability to prepare general reports.
• Ability to give written and oral instructions in a precise, understandable manner.
• Ability to deal tactfully with others.
• Ability to establish rapport and maintain harmonious working relationships with persons from varied ethnic, cultural and/or economic backgrounds.
• Ability to exercise sound judgment.
• Ability to exercise discretion in handling confidential information.
• Excellent time management and organizational skills.
• Proficiency with Microsoft Office Suite
• Ability to work nights and/or weekend hours for events.

Preferred Qualifications:

• Bachelor's degree.
• Minimum of 3 years executive support experience in higher education, preferably in advancement or alumni relations.
• Demonstrated knowledge of alumni stewardship and engagement.
• Savvy in social media platforms; html and graphic design experience is a plus.
• Experience with Almabase.
• Knowledge of and experience with fundraising software; preferably Raiser's Edge.

Additional Information:

Here at Worcester State University, it is strongly recommended that all employees be vaccinated against COVID-19 before they begin employment.

This is a grade 17, non-exempt, full-time (37.5 hours/week), benefited AFSCME position. The bi-weekly salary is $2,358.52 (annual salary is $61,321.52).


Worcester State University offers a competitive benefits package that includes:

• a choice of 8 different pre-taxed, health insurance plan options
• pension and supplemental plan retirement options
• life insurance up to 8x the annual salary
• long-term disability coverage
• dental insurance
• 10 vacation days accrued per year
• 15 sick days accrued per year
• 5 personal days per year
• paid holidays
• Free on-campus gym access.
• tuition remission for self, spouse, and dependent children
• and more...

We are an equal opportunity/Affirmative Action Employer. M/F/D/V. Members of traditionally underrepresented groups are strongly encouraged to apply.



Application Instructions:

Applicants must apply online and may do so by visiting and submitting a cover letter, resume, and the contact information of three professional references.

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