Administrative Assistant - Office of Advancement & Alumni Relations

Job Title: Administrative Assistant
Department: Office of Advancement and Alumni Relations
Reports To: Director of Institutional Development, Grants and Alumni Relations
FLSA Status: Non-Exempt
Hourly Rate: $20.00/hour

OVERVIEW OF THE UNIVERSITY
Washington Adventist University (WAU) is a Christ-centered institution of higher education that supports a culture of excellence where all feel valued. Nestled in a desirable residential community in Takoma Park, Maryland, WAU offers its faculty and staff an environment where professional expertise is valued, and lasting connections between co-workers are formed as we work together to ensure the success of our students. Regardless of the title, every employee supports WAU’s vision of producing graduates who bring moral leadership and competence to their communities.  

SUMMARY
Schedules appointments, gives information to callers, and otherwise relieves officials of clerical work, projects, administrative, and business details for the offices of Advancement and Alumni Relations by performing the following duties:

ESSENTIAL DUTIES AND RESPONSIBILITIES
Includes the following. Other duties as assigned.

• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.

• Raiser’s Edge database management. Inputs, corrects, and updates alumni, donor, employee, and Board information, posts donations, sends receipt letters and does reports. Documents donations using Batch and gathers data requested. Generates and sends weekly reports for Accounting re: donations.

• Helps coordinate & supervise the yearly Phonathon, Alumni Connections, and Gateway Magazine.

• Requests graduate’s information from IT/Datatel and inputs it into Raiser’s Edge software.

• Organizes work by researching, and routing correspondence; proof reads and drafts letters and documents; acts as custodian for corporate documents and records; collects and analyzes information; and initiates telecommunications.

• Maintains appointment schedules by maintaining calendar for Director of Institutional Development, Grants and Alumni Relations (IDGAR).
• Arranges meetings, conferences, conventions, teleconferences, events, and travel, for the Director of IDGAR.

• Maintains and supports Director of IDGAR by managing projects; evaluates situations and/or issues and makes recommendations as needed.

• Manages Office of Advancement & Alumni Relations, in addition to supervises student professionals.

• Maintains confidentially of all sensitive information related to Advancement, Development, Alumni Relations and all campus entities.

• Prepares reports by collecting and analyzing information as requested by various campus academic and supportive departments.

• Completes and submits pre-authorizations, expense authorizations, check requests, and invoices for reimbursement and other items as assigned

• Composes, proofreads, and edits documents, records, and other materials.

• Processes timecards for student workers for Advancement & Alumni Relations.

• Provides historical reference by developing and utilizing filing and retrieval systems; and records and disseminates meeting discussions.

• Responsible for the agenda and minutes for all committees that the Director of IDGAR is the chair of.

• Assists the Director of IDGAR in the planning and execution of University events, including but not limited to: Visionaries Gala, Alumni Weekend, WAU Sabbath, Groundbreakings, Grand Openings, receptions, President’s lunches, Top Donor Brunch, and other events as assigned by the President. Specifically, responsible for alumni weekend registration and coordination of registration volunteers.

• Attends and serves on University Committees as requested and assigned. Liaison to faculty, staff, students, and Departments including requests for data and reports, etc.

SUPERVISORY RESPONSIBILITIES:
Received:

• Receives direct supervision from the Director of Institutional Development, Grants and Alumni Relations

Given:

• Assigns tasks to student workers, alumni, volunteers, event staff and follows through with them to make sure the tasks are accomplished correctly.

QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Education and/or Experience:
  • Bachelor’s degree from four-year College or university; or
  • two to four years related experience and/or training; or
  • Equivalent combination of education and experience
  • Has Raiser’s Edge 7 or NXT training/experience
• Language Skills:
  • Superior command of English grammar and spelling
  • Excellent verbal and written communication
  • Exceptional presentation and public speech ability

• Mathematical and Technology Skills:
  • Working knowledge and application of Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook
  • Basic computational skills
• Reasoning Ability:
  • Ability to deal multi-task and meet deadlines
  • Applies logical or scientific methods to a wide range of intellectual and practical problems
• Other Skills and Abilities:
  • Must exhibit leadership skills
  • Possesses capacity for planning, organizing, and controlling
  • Advanced skills in team building, motivation, and conflict resolution
• Physical Demands:
  • The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • The employee will frequently be called upon and must be able to work long hours under stressful conditions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear.

WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate.

LEGAL AND COMPLIANCE NOTICES
Washington Adventist University is an Equal Opportunity Employer and does not discriminate based on race, color, religion, sex, sexual orientation, gender identity, age, national origin, marital status, veteran status, genetic information, or disability in employment or in the provision of services. WAU complies with all applicable federal and state laws, including the Maryland Fair Employment Practices Act.

If you require a reasonable accommodation for any part of the application or hiring process due to a disability, please contact the Office of Human Resources.

Washington Adventist University provides reasonable accommodations in accordance with the Americans
with Disabilities Act and Maryland law. As a religiously affiliated institution, Washington Adventist University exercises its constitutional and statutory rights to give preference in employment to members of the Seventh-day Adventist Church and reserves the right to claim exemption from certain provisions of Title IX and Title VII where they conflict with the university’s religious beliefs and values.