Posting Details

Position Information

Job Title Administrative Assistant Posting Number Staff 2014000965 FLSA Non-Exempt Level Full-time/ Part-time Full-time Is this a temporary Position? No Position Summary Information

Job Description Summary

The administrative assistant supports the efforts of the University in a customer-oriented environment. The position exists to serve as a liaison to alumni volunteers and the expansive alumni community; manage special events; and manage day-to-day operations in the Alumni Office and Foundations Office including planning and implementation of programs and events, supporting stewardship activities, compiling reports, and database input. The position must adapt quickly to evolving situations, anticipate and solve problems, intuit the needs of colleagues, improve functions, pay attention to detail, and act as a representative of the office and the University, all in support of the common goal of serving and educating our clients so they become and continue as ever-increasing financial supporters of Clarkson University.

Position Responsibilities:

Office of Alumni Relations

• Establish work priorities and schedules for the various programs coordinated by the Office of Alumni Relations
• Process Reunion Weekend & Cold Out Gold Out weekend reservations and mailings; answer questions; prepare programs and awards; order memorabilia; manage the registration desk; supervise additional support staff and student workers assigned to the event
• Provide administrative support for 30 regional chapters (run by volunteers), the “Spirit-Pak” program, as well as the Distinguished Teaching Award
• Compose correspondence, type and proof letters, reports, newsletters, memoranda, and mailings for the Director, and three Assistant Directors
• Enter into Millennium/Salesforce databases appropriate information, including actions, event attendance, and correspondence as necessary

Office of Foundation Relations

• Maintain and update Foundation records, enter appropriate information into LGL/Salesforce databases, including updating contact information, creating tasks, and uploading documents, and run reports as necessary
• Prepare routine and custom correspondence, assist with mailing projects (annual reports, holiday cards), and distribute on campus solicitations (request for proposals) to faculty and staff
• Assist with the maintenance and operation of the Foundation Relations website
• Manage post-award process: create checklists, oversee grant budgets, and assist with reports
• Oversee site visits: assist with travel arrangements; create travel itineraries, binders and packets, and briefings; book appropriate facilities, catering, and IT set-up, etc.

Both Alumni & Foundation Relations Office

• Act as receptionist for visitors to the Offices
• Answer telephones, direct calls, or take messages; manage FR & AR email accounts
• Schedule and coordinate campus meetings and events
• Prepare invoices, disbursement orders, purchase requisitions, budget transfers, etc.; manage P-card expenses and transactions; maintain inventory records and order office supplies
• Supervise student assistants in general office procedures and monitor work for accuracy
• Assist colleagues in other Development and Alumni Relations departments
• Perform other related duties incidental to the work of Development and Alumni Relations

Essential Skills:

• Proficiency with Millennium, Little Green Light, and Salesforce databases
• Proficiency with Microsoft Office Suite and Gmail
• Superior interpersonal skills, including diplomacy, tact, confidentiality, customer-orientation, cooperation, creativity, sensitivity and thoughtfulness
• Commitment to and ability to maintain a team relationship with colleagues
• Commitment to the Clarkson Values as they pertain to fundraising
• Ability to plan and execute work and easily adapt to changes in daily routine
• Ability to multitask yet pay close attention to detail and maintain confidentiality
• Ability to anticipate and prevent problems ranging from print materials, to processes, to events, to customer service
• Deadline driven, incorporating effecting planning and time management strategies

Minimum Qualifications:
Include Education,
Experience, and Skills

Minimum Qualifications:

• A minimum of an associate’s degree or 3-5 years of clerical or related experience required

Minimum Experience:

• A minimum of 3-5 years of clerical or related experience required

Preferred Qualifications:
Include Education,
Experience, and Skills

Preferred Experience:
Three to five years of clerical experience in a fundraising environment preferred

Physical Demands

Physical Demands:
The physical demands characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The employee must be able to sit at a computer for extended periods of time using a keyboard.
• While performing the duties of this position, the employee is occasionally required to lift and move boxes up to 10 lbs.

Clarkson is committed to complying with the guidelines set forth under the Americans with Disabilities Act.

Posting Detail Information

Close Date Open Date 04/26/2019 Open Until Filled Yes Special Instructions for this Posting

Clarkson University is an Affirmative Action/Equal Employment Opportunity employer.

All offers of employment are subject to the applicant successfully passing a background check (including, but not limited to, employment verification, educational and other credential verification, and criminal records).

Reference Request Details

Maximum Number of Reference Requests 3 Minimum Number of Reference Requests 2 Posting Specific Questions

Required fields are indicated with an asterisk (*).

1. * How did you hear about this employment opportunity?
   • Academic Keys
   • Chronicle of Higher Education
   • Clarkson Website
   • HigherEdJobs.com
   • Massena-Potsdam Courier Observer
   • Hispanic Outlook
   • IM Diversity
   • Insight Into Diversity
   • JTPA
   • LinkedIn
   • New York Job Bank
   • North Country This Week
   • St. Lawrence Plaindealer
   • Veterans Administration
   • Watertown Daily Times
   • Ogdensburg Journal
   • Employee Referral
   • Alumni Referral
   • Conference Referral
   • Indeed
   • Monster.com
   • List-serv
   • NorthCountryNow.com
   • Discipline specific journals
   • Discipline specific website
   • Times Union
   • Diversityjobs.com
   • Other
   • I do not wish to answer
2. * What is the highest level of completed education that you currently hold?
   • Highschool Diploma/GED
   • Associates Degree
   • Bachelors Degree
   • Masters Degree
   • ABD (all but disertation)
   • Phd
3. * How many years of experience do you have in this type of position?
   • Less Than One
   • One to Two
   • Two to Three
   • Three to Five
   • Five or More
4. * How do you embrace Diversity?

   (Open Ended Question)

Documents Needed to Apply Required Documents

1. Resume
2. Cover Letter

Optional Documents