Secretary II

Secretary II

The Research Foundation at SUNY Cortland is recruiting for a full-time administrative support professional for Alumni Engagement. This position reports to the Associate Director, and will be the first point of contact for the SUNY Cortland Alumni Association, providing a welcoming experience for all alumni, students, and the campus community. This position will provide administrative support to both the Executive Director and Associate Director of Alumni Engagement. They provide support for the alumni engagement team and the Executive Director. This role assists in office management, alumni programs and events, and supports alumni volunteer efforts.

As a Research Foundation employee at SUNY Cortland, this position includes yearly cost of living increases and access to professional development opportunities. This position also includes retirement benefits, attractive Health Care options, including dental and vision insurances, and paid parental and family leaves. This position also offers paid time off and supports a work/life balance with annual compensation of $38,000 + depending on experience.

Major Responsibilities:

• Greet alumni in person, answers main phone line, and monitors main alumni email inbox.
• Assist in updating the alumni database, ensuring records are accurate and up to date
• Responsible for filing, typing, opening and distributing mail, mailing letters and packages daily.
• Process and inventory memorabilia donations
• Assist in event management including, but not limited to, nametags, event materials and registrations (work may require some nights and weekends), processing alumni registration funds and processing refunds, presenter/alumni gifts, set-ups, prepare and mail event materials, and process registration payments, thank you letters.
• Assist with student employees and volunteers, creating projects, providing feedback, and conducting necessary training.
• Supervise students assigned work by alumni engagement employees, such as mailings, event materials, scanning, data processing and memorabilia management
• Collect and compile class notes from the alumni email account, Google/news services, or self-submitted
• Maintain inventory for Alumni Engagement. Place orders to refresh supplies. Keep inventory orderly and catalogued on inventory spreadsheet
• Assist Executive Director and Coordinator with Alumni Association Board of Directors correspondence and processes
• Utilize multiple software programs (RE, Anthology,ASANA, etc.) to maintain office processes, update alumni records, event attendee information, and other reports
• Maintain calendar and travel arrangements for the Executive Director and Associate Director of Alumni Engagement
• Assist in travel arrangements (hotel, flight, rental car, etc.) for volunteers and staff for local events, regional travel, and professional development
• Coordinate backup coverage of this position with Alumni Engagement staff when taking vacation, attending meetings or otherwise out of office

Functional and Supervisory Relationships: Reports to the Associate Director of Alumni Engagement. Supports Executive Director and Associate Director in daily functions. Works with Alumni Engagement team, Alumni Association board of directors and Institutional Advancement staff

Required Qualifications:

• High school diploma or its equivalent
• 2 years of general administrative support experience
• Demonstrated literacy, numeracy and computer skills, including Microsoft Office products and outlook
• Demonstrated ability to work independently under supervision as well as part of a team
• Demonstrated customer engagement/service experience

Preferred Qualifications:

• Associates degree or higher, business administration or relevant field of study
• Experience working in a higher educational environment or nonprofit
• Experience working and balancing program budget

Knowledge, Skills & Abilities:

• Strong attention to detail
• Demonstrated self-initiative and ability to adapt to a fast-paced and ever-changing environment
• Proficient knowledge in Microsoft Office Suite, Adobe Suite, and other software applications
• Ability to work some nights and weekends
• Ability to work in a team environment and build positive working relationships
• Strong organizational skills
• Ability to work with a wide range of constituencies in a diverse community
• Strong critical thinking skills
• Ability to lift up to 15lbs and climb stairs

EEO Statement: The State University of New York at Cortland is an Affirmative Action/Equal Employment Opportunity/Americans with Disabilities Act (AA/EEO/ADA) employer. The university actively seeks applications from women, veterans, individuals with a disability, members of underrepresented groups or anyone that would enrich the diversity of the university.