The Advancement Division at Macalester College is seeking to hire a full time Office Assistant. This office assistant serves as a host in the front reception area by greeting guests upon arrival, providing guest service skills in responding to campus visitors, trustees, alumni, students, staff, faculty and responding and/or redirecting incoming calls and emails to appropriate staff.  This position also receives deliveries and mail; coordinates and processes donor-related gifts; maintains professional appearance of reception area; organizes and maintains supply room; orders and distributes office supplies along with Macalester promotional materials; and assists with Advancement-related staff and donor events.

About the Advancement Department: 

The areas of Advancement—Engagement, Communications and Marketing, Development, and Advancement Information Services—are dedicated to supporting Macalester’s mission and moving it forward. We work to strengthen the Macalester experience, from engaging alumni, parents, and friends of the college,  maintaining clear communication campus-wide, to fundraising for building projects and scholarships to ensure that deserving students can access a Mac education.

• Greets visitors and serves as a point person for office and campus information. Welcomes visitors, provides outstanding guest service, answers questions and serves as liaison between visitors and Gift Officers, Assistant Vice Presidents (AVPs), Directors, Advancement (Adv) staff.  Maintains and manages front office coverage with student workers and Advancement staff. 
• Provides assistance with scheduling meetings in coordination with the office of the Vice President for Advancement. Serves as point person for Facilities-related activities and work orders and disseminates timely information and updates to Advancement staff. Provides oversight of all office functions and pertinent communications. Reviews and prepares expense reports. Performs various on-campus errands for Advancement staff and other office management functions as necessary.
• Receives and distributes mail and deliveries on a daily basis. Coordinates and processes donor checks accurately and on a timely basis. Orders, organizes, and maintains office supplies and office deliveries (e.g. letterhead/stationery, business cards, couriers, misc. monthly deliveries). Manages and processes monthly vendor accounts and invoices in a timely manner. Manages division-wide subscriptions to digital and paper periodicals. Coordinates maintenance/repair/replacement of office printers, laptops, and other devices as needed.
• Assists with organizing donor-related events and division-wide events specific to Advancement, including event planning and execution. This may include assisting with mailings, RSVPs/database management, event prep and event staffing. Provides general administrative tasks including mail merges, copying, scanning documents, word processing, spreadsheets, labels, name tags, reports, etc. as directed. 
• Assists with organizing, scheduling, taking and distributing minutes of monthly Advancement staff meetings including coordinating/securing meeting space. Coordinates communications around Advancement staff birthdays via email and cards. Maintains Advancement staff phone lists, calendar access to incoming and outgoing staff, updates and maintains email listservs. Performs other duties as assigned.

• High school diploma required. Associate’s Degree or vocation training preferred. 
• 1-3 years of prior experience in guest service, preferably in person and over the phone. 
• Expertise in guest service. Must be experienced and comfortable working with diversity of identities and backgrounds.
• Ability to prioritize demands on time and provide timely responses (billing, communications, etc.)
• Microsoft Word, Excel, Google Docs/Calendar, Forms, etc. including mail merge, name tags, word process reports, copy machines, and relational database
• Ability to multitask, working with a variety of responsibilities from guest reception, office supply management, scheduling, and event assistance
• Must work with other campus constituencies on a regular basis, including alumni, trustees, campus partners such as staff, faculty, students.
• Demonstrates the commitment to equity, inclusion, and diversity. Actively engages in learning and practicing principles of social justice and inclusion to increase individual capacity to support institutional changes that create and sustain a more welcoming and inclusive environment across the Macalester Community.

Compensation & Benefits: 

This is a full time non exempt position with an hourly rate of 19.83-20.00/hr. The total compensation for this role also includes Macalester’s full benefits package. 

Application Guidelines

For best consideration, please submit your cover letter and resume as one PDF through the Macalester Employment Opportunities webpage. Priority will be given to applications received by December 6th, 2021 and the position will be posted until filled. 

 All inquiries about this position should be directed to:

Jaclyn Howard

Talent Acquisition Manager

jhoward3@macalester.edu

Since its founding in 1874, Macalester has provided students with the inspiration, insight, and experience to become successful and ethical leaders. Located in St. Paul, Minnesota, Macalester enrolls nearly 2,100 students who come from virtually every state and 91 countries. Macalester is committed to being a preeminent liberal arts college known for its high standards of scholarship and its special emphasis on internationalism, multiculturalism, and service to society.Macalester is proud of its longstanding commitment to social justice and creating a safe environment for all people regardless of sexual orientation, race, ethnicity, national origin, citizenship status, gender, religion, age, or ability. Macalester is dedicated to the goal of building a culturally diverse and pluralistic staff committed to working in a multicultural environment and strongly encourages applications from everyone who would add richness to our community, including people of color, individuals with disabilities and women.BenefitsMacalester employees enjoy a fantastic benefits package and working environment that is second to none. Please visit http://www.macalester.edu/employmentservices/benefits/ for more information about benefits at Macalester College.Our Commitment to Safety in response to COVID-19:For the safety of our community, Macalester requires all employees to have received a COVID-19 vaccine. Should a newly hired employee be unable to receive the vaccination for either medical or religious reasons we offer accommodations and assistance.Questions or concerns about this process should be directed to Bob Graf, Director of Employment Services, at rgraf@macalester.edu