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Administrative Assistant, Alumni Engagement

Employer
Skidmore College
Location
Saratoga Springs, NY

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Job Details

The Administrative Assistant provides a wide range of administrative support and assists with day-to-day operations for the Alumni Engagement Office.  This position supports members of the Alumni Engagement team with correspondence, reports, data entry, volunteer management, and the Alumni Association Board of Directors. This position is responsible for tracking and reconciling the budget and overseeing the hiring and management of student employees.  The Administrative Assistant communicates with Alumni Board members, alumni, donors, volunteers, parents and members of the campus community including faculty, staff, student and vendors.

Primary Job Duties 

  1. General Office Duties: Provide administrative support and perform general office duties to ensure efficient office operations.  Answer and direct calls to appropriate personnel, schedule appointments, respond to emails (including oversight of alumni@skidmore.edu). Act as the frontline point of contact in the Office of Alumni Engagement.  Oversee the hiring and management of student employees. 
  2. Executive Director Support: Support the Executive Director through coordination of their calendar, travel arrangements, expense reports, correspondence and reports. Ensures that deadlines are met and adapts to changing priorities. Database savvy, knowledge of Blackbaud Raiser’s Edge preferred.
  3. Manage Accounts and Bookkeeping: Manage payments to vendors and suppliers, assign charges to appropriate accounts and prepare check requests. 
  4. Alumni Board & Volunteer Support: Responsible for coordinating logistics for board meetings (arranging overnight accommodations, meals, transportation, on-campus room setup and catering).  Maintain contact lists, produce and distribute correspondences, and assist in the preparation of reports.
  5. Event Support: Provide support for Alumni Engagement events throughout the year including but not limited to Reunion, Homecoming, Celebration Weekend, regional events, virtual events and other on-campus events.

Qualifications and Competencies

This position requires great accuracy and attention to detail along with the ability to prioritize and manage multiple projects simultaneously and meet multiple deadlines.  Flexibility to adapt to changing priorities quickly and a high level of confidentiality.  Strong interpersonal and communications skills are necessary to deal with the demands of a diverse alumni constituency. Daily organization and prioritization of workload. 

To be successful, the Administrative Assistant must:

  • Handle questions, inquiries and problems on a case-by-case basis with tact and discretion. 
  • Be database savvy, pulling reports, and effectively documenting work in database.
  • Coordinate many details simultaneously – “multi-task”.
  • Complete tasks with the highest level of accuracy.
  • Possess strong organizational skills.
  • Possess effective communication skills.
  • Commit to after-hours and weekend work as required for various events and programs.

This position requires someone with positive working relationship with varied representatives from other departments across campus.  The Administrative Assistant frequently requires phone, email and personal interactions with alumni, parents, friends of the College, Alumni Board members and vendors. 

Education: 2-year or 4-year degree

Experience: 3+ years of office and administrative responsibilities including bookkeeping and Microsoft products. 

The Administrative Assistant must have the ability to successfully handle multiple tasks simultaneously, ability to work independently; to maintain a high-level of confidentially; ability to work well in a fast paced, deadline-driven and team-oriented environment. It is expected that this individual will present themselves professionally when representing Skidmore at events on and off-campus. Additionally, this position requires periodic overtime, on nights and weekends.

Pay range: $23.76 - $26.00 per hour

Required documents needed to apply:

  • On-line application
  • Cover Letter
  • Resume
  • List of Three References

 

EEO STATEMENT

Skidmore College is committed to being an inclusive campus community and, as an Equal Opportunity Employer, does not discriminate in its hiring or employment practices on the basis of race, color, creed, religion, gender, age, national or ethnic origin, physical or mental disability, military or veteran status, marital status, sex, sexual orientation, gender identity or expression, genetic information, predisposition or carrier status, domestic violence victim status, familial status, dating violence, or stalking, or any other category protected by applicable federal, state or local laws.

Employment at Skidmore College is contingent upon an acceptable background check result.

CREATIVE THOUGHT MATTERS.

 

 

Organization

Skidmore is a highly selective liberal arts college with a reputation for its creative approaches to just about everything. With its relatively small size and student-faculty ratio, the College is a close-knit academic community. Skidmore is known for its faculty of teacher-scholars devoted to the instruction and mentoring of undergraduates—approximately 2,400 talented men and women from some 47 states and 46 countries.

A great education is all about putting academic theory and creative expression into practice. That’s what our founder, Lucy Skidmore Scribner, believed. Skidmore’s not an ivory tower. Never has been. Never will be. It’s a place where faculty and students work together, then figure out how to use what they’ve learned to make a difference in the world. This practical focus often leads to cross-disciplinary and interdisciplinary approaches, where students carry multiple majors, student-faculty research is common, and internships and community service are standard. It also leads to interesting and unusual combinations of activities, frequently woven into an intellectual passion.

If this kind of experience resonates with you, why not take a closer look at Skidmore?

Skidmore College is located in the historic resort community of Saratoga Springs, New York.  Set in the foothills of the Adirondack Mountains, Saratoga is located about 30 minutes north of Albany, the state capital. 

Saratoga is a small, cosmopolitan city of 30,000, noted for its Victorian heritage, famed spas, and thoroughbred horse racing.  The Saratoga Performing Arts Center is a site of top rock, jazz, and pop performances as well as the summer home of the New York City Ballet and the Philadelphia Orchestra.  Saratoga is a three-and-one-half-hour drive, train ride, or bus trip from New York City, Boston, or Montreal.

 

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