Administrative Assistant, Alumni + Constituent Engagement

This role will provide administrative assistance to the leadership team of Alumni + Constituent Engagement (ACE). The ACE leadership team is responsible for working across projects, developing, and communicating organizational priorities, ensuring alignment and connecting the dots between internal and external stakeholders, leadership, and external resources. This position is also centrally responsible for alumni relations guest services, along with a team of student employees— providing a positive customer-service experience for alumni reaching out or visiting their school. 

Duties and Responsibilities

  • Alumni Services: front desk phoneline and email, front office greeting of guests. Check and respond to all ACE phone and email lines (inclusion of life member phone/email lines).
  • Training, professional development, and management of student employees. Provide FAQ support for students.
  • Assign/delegate and prioritize team projects, email responses, Blackbaud CRM, email/newsletter templates, etc. 
  • Attend strategy meetings with team leads—both internal team and University Alumni Development Program (UADP) leadership meetings as requested.
  • Budgeting support for team members— AmEx and team expense reconciliation; travel support for leadership and back up for the unit if needed.     
  • Compile reports from team leads for board and unit leadership as requested.
  • Assist VP with team assignments and project due dates.
  • Manage coordination of event details between team leads and university colleagues through internal newsletters/web communication.
  • Check and reply to membership emails.
  • Life membership stewardship.
  • Compile acknowledgement reports weekly for Senior Vice President to sign.
  • Maintain complex calendar(s) for leadership as requested, regularly prioritizing and arranging meetings and appointments with campus partners and external partners ensuring accuracy. 
  • Other duties as required

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