Database Administrative Assistant

Database Administrative Assistant Job Description

About Alpha Omicron Pi

Alpha Omicron Pi Fraternity (AOII) has been a pillar in the Fraternity/Sorority Life community since its founding date of January 2, 1897, at Barnard College. Since that date AOII has established chapters on over 200 college campuses across the United States and Canada and initiated more than 211,000 members. AOII believes Inspiring Ambition begins when one can bring one’s full self to the organization, whether in-person at HQ or remotely without regard to BIPOC, LGBTQ+, national origin, religion, disability, Veteran status, age, or any other characteristic protected by applicable law. This is done through ensuring a diverse, equitable and inclusive environment which creates a culture of care allowing our staff, members, and volunteers to celebrate unique perspectives and experiences.

As members of the AOII staff team we strive to Inspire Ambition by operating simultaneously with our Culture Principles through the guidance of the AOII Ends.

Culture Principles:

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AOII Ends:

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Accountability & Ownership

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Ambition

Collaboration

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Diversity, Equity & Inclusion

Engagement

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Leadership

Innovation

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Sense of Belonging

Open & Honest Communication

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Service

Why the Database Administrative Assistant for AOII:

As the Database Administrative Assistant for AOII, you will be a vital member of the International Headquarters team, serving as the hub for both member database management and day-to-day headquarters operations. This role ensures that AOII maintains accurate, timely, and comprehensive membership data while also managing hospitality and office administrative functions. Through attention to detail, strong organizational skills, and member-centric service, this role supports the work of members, staff, and volunteers by updating and maintaining AOII’s member database and records, coordinating membership status changes and compliance with policies, supporting HQ hospitality, tours, and events, and managing daily mail, shipping, and inventory functions.

Reports to:

Associate Director of Education and Technology

Essential Duties and Responsibilities

· Update and maintain AOII’s member database with accuracy and timeliness.

· Process member status changes, including initiation, graduation, resignation, or reinstatement.

· Ensure compliance with AOII Badge Policy and member purchases.

· Input data from multiple sources, ensuring consistency across systems.

· Generate reports for internal use and distribute to staff as needed.

· Safeguard member confidentiality and ensure data integrity.

· Manage visitor and museum tour requests; schedule, confirm, and host visits.

· Provide courteous and efficient customer service to members, volunteers, and guests.

· Support logistics for special events and meetings held at headquarters.

· Serve as a frontline point of contact for inquiries.

· Oversee daily shipping/receiving functions at Headquarters.

· Maintain inventory of Ritual materials, supplies, and office stationery.

· Conduct annual inventory for the Finance department.

· Process incoming mail, checks, and invoices for distribution.

· Maintain organized shipping, storage, and supply areas.

· Support room set-up for trainings, meetings, and events.

· Assist with basic facilities upkeep and recycling coordination.

· Provide administrative support and special project assistance to staff as needed.

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Database Administrative Assistant must be able to demonstrate:

· Active listening and problem-solving skills

· Strong interpersonal and customer service skills, with the ability to engage members, staff, and vendors in a professional manner

· High level of emotional intelligence

· Strong written and verbal communication skills

· Ability to prioritize and manage multiple tasks under deadlines

· Accuracy and attention to detail in database entry and reporting

· Ability to maintain confidentiality

· Independence in decision-making while also working effectively as part of a team

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Required Qualifications

· Ability to effectively read, write, and speak the English language

· Physical mobility and dexterity to transport files and operate general office equipment (telephone, fax, copier, computer, etc.)

· Experience in the Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook)

· Must be able to work evening and weekend functions as necessary

· Must be willing and able to travel

· Bachelor’s degree preferred

· Experience in Salesforce preferred

· Membership in a Fraternity/Sorority preferred

· One (1) year of relevant experience preferred

Working Conditions

· Office setting based in Brentwood, TN

· Prolonged periods of sitting at a desk and working on a computer

· Some standing, bending, and lifting are required in shipping/receiving and event support

Other Duties

The job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.

AOII is a proud equal opportunity employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by applicable law. Reasonable accommodations are available.