Administrative Assistant to Foundation and Alumni Affairs

Administrative Assistant to Foundation and Alumni Affairs Position Classification Staff Employment Type Full-Time Summary Provides administrative support, coordination, and assistance in the planning, development, implementation, and management for advancement departmental activities and projects of the Foundation and Alumni Affairs. Duties Screens telephone calls, incoming mail, and visitors. Initiates, composes, and types a variety of internal and external correspondence and memos as needed within delegated authority. Coordinates and supports department and program budget activities in collaboration with Business Affairs and Accounting, including assisting with Foundation account administration and reconciliation processes. Monitors financial transactions, prepares financial reports and reconciliations, and assists with budget documentation, revisions, and related submissions. Maintains confidential files and records of division information. Collects, compiles, and prepares materials, statistics, and documents for department planning, historical alumni data and reporting needs. Assists in preparation of paper, electronic documents, and communications as needed. Is responsible for maintaining compliance of record retention. Schedules and coordinates travel arrangements as needed. Responsible for office supply and copier inventory, reports and ordering to ensure efficient operation of department. Acts as liaison to both the WNMU Foundation Board of Directors and the WNMU Alumni Association Board of Directors. Coordinates and prepares all board related documents, reports, meeting minutes and correspondence for meetings, activities and events. Performs a variety of tasks in support of special projects. Assists with planning and coordinating events including venue management, facility use forms, procurement and logistics. Record and process forms related to gifts made in person and online including special appeals, crowd funding, and event or activity specific fundraising. Generates weekly stewardship mailings including but not limited to tax receipts, acknowledgement letters, in memory/honor of notifications, and sponsorship correspondence. Oversee Legacy Brick orders ensuring correct and accurate information is provided to the vendor for production. Schedules installations, maintains order records, and follow up communications with donors. Provides a broad range of administrative functions including on/off campus mail pickup and delivery to appropriate departments. Participates in the process of ongoing personal and professional development. Maintains comprehensive communication among all contacts (internal and external). Models professional standards and upholds working and public behavioral image expectations and ethics. Performs other duties as assigned. Education and Background High School Diploma or GED required with 2 years of experience in administrative, operational, or secretarial work in an executive setting. Associates degree preferred. Expertise in all Microsoft Office Suite including: Word, Excel, Access, Power Point, and Outlook. Experience in Banner preferred. Completion of a post high school program in Office Management or closely related area may substitute for 1 year of the required experience. Bilingual (Spanish) preferred. Job Knowledge Knowledge of applicable accrediting, licensing, regulatory requirements, standards, and reporting. Knowledge of non-profit best practices, fundraising principles and donor confidentiality. Knowledge of basic functions and operations of the divisions and University departments. Skill in the operation of a variety of office equipment and software including but not limited to computer, fax, copier, and telecommunication equipment. Skill in communicating courteously and professionally and in establishing and maintaining effective working relationships with a variety of community members, students, parents, and staff. Skill in working in an environment subject to frequent interruptions, changing priorities, and use of judgment in the release of confidential information. Skill in researching, compiling, and preparing reports and related information. Must be knowledgeable of university policies and procedures, and state and federal laws and regulations that apply to university processes. Must be sensitive to cultural differences within the University and community. Fluent in Microsoft Office Applications. Working Conditions / Physical Demands Normal office environment, may travel some within the community when needed. May be required to transport normal office equipment and materials. Ability to comprehend and work with a variety of information from various sources. Able to clearly communicate with a diverse population of individuals. Ability to compose correspondence and reports and remain in a sedentary position for prolonged periods of time. May be required to work additional hours or days depending on circumstances. Other Requirements a. Requires a valid driver’s license. b. Required to complete Defensive Driving Course within 6 months. (If applicable to the role) Location Silver City-On Campus Salary Range $15.00 #J-18808-Ljbffr