Administrative Assistant for Alumni Relations

2 months ago

New Brunswick, New Jersey, United States Bowdoin College Full time


Posting Details

Title
Administrative Assistant for Alumni Relations

Posting Number
S01223JP

Department
Alumni Relations

Job Summary
Reporting to the Vice President of Alumni Relations and Information Systems, the Administrative Assistant provides high volume of administrative and clerical functions to support the professional staff and advance the outreach programs of the Alumni Relations office and Multicultural Alumni Engagement programs.
The Administrative Assistant responsibilities includes:
  • Providing assistance in managing the office workflow and procedures (i.e., purchasing materials and supplies for office and events, processing expense reports, managing student employees)
  • Greeting visitors to the Office of Alumni Relations and interacting with alumni via phone, email and in person.
  • Assisting in the preparation of standard and special reports.
  • Preparing correspondences.
  • Providing project support (i.e., Event support – Homecoming, Reunion)
  • Maintaining and reconciling account and budget records.
  • Managing and auditing key data projects.
  • Organizing, leading, and arranging volunteer conference weekends.
  • Partnering in reunion registration and welcome center organization.
  • Screening telephone calls and handles inquiries.
  • Maintaining office calendars and arranging meetings involving other College offices.
  • Handling travel logistics (i.e., blocking hotel rooms)

Pay and Benefits:

  • Hourly range for this position is expected to be: Minimum $20.00 – Maximum $25.00/ per hour.
  • A variety of health insurance plans
  • Life insurance, disability insurance, and a generous retirement plan
  • Paid time off – Vacation, Personal, and Holidays
  • Paid parental leave
  • Access to many of the College's facilities including the gym and pool
  • And more:


Education/Skills Requirements
Required:
  • High school diploma or GED equivalent or equivalent combination of education and experience.
  • Organizational Skills: Excellent organizational skills, including the ability to prioritize work, manage multiple tasks simultaneously, and meet deadlines.
  • Communication Skills: Strong written and verbal communication skills. Ability to produce clear and concise reports, correspondences, and emails.
  • Computer Proficiency: Proficient in using computer software including MS Office Suite (Word, Excel, PowerPoint), database management systems, and email platforms.
  • Customer Service: Excellent interpersonal skills with the ability to build and maintain relationships with alumni, donors, staff, and other stakeholders.
  • Event Planning Support: Skills in scheduling and managing calendar invitations.
  • Problem-solving: Ability to identify issues, generate solutions and make sound decisions.
  • Detail-oriented: High level of attention to detail in order to ensure accuracy of records, correspondence, and other documents.
  • Adaptability: Ability to work in a dynamic environment, adapting to changes and managing multiple priorities.
  • Teamwork: Ability to work collaboratively within a team and contribute positively to the team's operations and working environment.
  • Discretion: Ability to handle sensitive information with integrity and confidentiality

Preferred:

  • Associates and/or Bachelors degree


Experience Requirements and/or Equivalents
Required:
  • At least two to four years in a professional office environment, supporting multiple people.
  • Understanding of Higher Education Environment: Knowledge of the workings of a small liberal arts college and its key stakeholders (students, faculty, staff, alumni, and community).
  • Database Management: Familiarity with managing and maintaining databases, with a particular emphasis on alumni relations databases.
  • Office Administration: Knowledge of administrative and clerical procedures and systems such as email communications, budgets, expense reporting, managing records, and general event support.

Preferred:

  • Experience at, and knowledge of, Bowdoin College.


Standard Work Days and Hours
  • This position is full-time, year round (0.94 FTE – 37.5 hours/week ) working Monday through Friday, 8:30 am to 5:00, with occasional nights and weekends.
  • Required weekends: Reunion Weekend, Homecoming Weekend, Fall Volunteer Conference , Spring Volunteer Conference.
  • The anticipated start date the for candidate selected will be on or after January 8, 2024.


About Bowdoin
Bowdoin embraces diversity in all forms, and the College is home to talented students, faculty and staff—with a variety of racial, ethnic, cultural, and socioeconomic backgrounds; religious beliefs; and gender identities, among other factors.
We encourage applications from candidates committed to the support of an inclusive campus community and those who will enrich and contribute to the College's multifaceted diversity. We value a community in which individuals of all backgrounds are warmly welcomed and encouraged to succeed.
Founded in 1794, Bowdoin has maintained its commitment to the liberal arts for well over 200 years. Bowdoin's reputation as a preeminent liberal arts college rests on the excellence of its faculty, students, and staff; intimate size; strong sense of community; and connections to the people, history, and natural beauty of Maine.
Bowdoin's campus is situated in a beautiful natural setting. Located in Brunswick, Maine, a town of approximately 20,000, the College is a short drive from the Maine coast, twenty-five miles from Portland and 120 miles from Boston.

Shift

Employment Category
Full Time Year Round

FTE
0.94

Benefits Eligible
Yes

Pay Type
Hourly

Background Check Package Requirements
Support Staff

Is driving a vehicle (e.g. Bowdoin vehicle or off road vehicle, rental car, personal car) an essential function of this job?
No

Is a pre-placement physical required for this position?
No

Posting Date
01/09/2024

Applications Accepted Until

Open Until Filled
No

Type of Posting
Internal/External

Special Instructions to Applicants
Please note: Applications will be reviewed after the college returns from holiday break on January 8, 2024. Thank you in advance for your patience.

EEO Information
Bowdoin College complies with applicable provisions of federal and state laws that prohibit unlawful discrimination in employment, admission, or access to its educational or extracurricular programs, activities, or facilities based on race, color, ethnicity, ancestry and national origin, religion, sex, sexual orientation, gender identity and/or expression, age, marital status, place of birth, genetic predisposition, veteran status, or against qualified individuals with physical or mental disabilities on the basis of disability, or any other legally protected statuses.

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