Administrative Secretary, Alumni Relations
Part-Time, Non-Exempt , Support Staff (Secretary/Clerical)
Pay Grade: 5
Starting Pay Rate based on union contact:$18.32
JOB SUMMARY: The Administrative Secretary will provide administrative and clerical support to the Executive Director of Alumni Relations. The Administrative Secretary will be the “first point of contact” in the department from a personal reception and telephone reception perspective.
ESSENTIAL DUTIES
- Provide a range of administrative support (i.e., scheduling rooms/facilities, tracking RSVPs, ordering supplies/apparel/giveaways) for office programming and attend signature alumni events, i.e., Commencement, Senior Toast, Homecoming, and others.
- Update the alumni database in Blackbaud Raiser’s Edge and respond to requests for inquiries.
- Verify users and process data in the SVSU Connect platform.
- Monitor department email accounts and respond accordingly to requests for information, etc.
- Provide information, print alumni membership cards, and distribute spirit items to alumni visitors.
- Assist with processing and notification of Legacy Scholarship recipients and generate reports of legacy student numbers for alumni office staff.
- Process voucher refunds and order forms for Cardinal License Plates.
- Coordinate telephone communications that originate through the department’s main contact numbers at the reception desk; respond to voicemails that are left on these phone lines.
- Provide clerical support for the Alumni Board of Directors.
- Supervise general office student employees, including reviewing, recording, and approving student hours on Ultratime. Coordinate orientation program for new student employees.
- Organize storage, supplies, and student work rooms.
- Other duties, as assigned.
SUPERVISION RECEIVED: Direct supervision received from the Executive Director of Alumni Relations. Additional work assignments, direction, and guidance may be provided by the administrative staff.
SUPERVISION EXERCISED: Assist with the training and supervision of general office student employees.
MINIMUM EXPERIENCE AND QUALIFICATIONS:
- High School Diploma or equivalent with additional education, training, or certification in a related field.
- Three years of job-related clerical experience, preferably in higher education, including excellent spelling, grammar, punctuation, and proofreading skills basic math skills, and oral and written communication skills.
- Knowledge of basic bookkeeping or accounting principles.
- Personal computer proficiency, including Excel, Word, database programs, Office 365, and others. The ability to learn specialized software programs, including web development.
- Ability to work cooperatively and communicate professionally with faculty, staff, students, and the general public.
- Experience and ability to positively interact with diverse student populations and groups.
- Ability to work independently with minimal supervision and accept direction from multiple and diverse staff/faculty members.
- Ability to organize, prioritize, and expedite workload, working under occasional time pressure.
- Ability to occasionally handle differing, non-routine work situations and problems by exercising independent judgment and initiative.
- Ability to maintain confidentiality of files and records.
- Ability to learn technical/discipline-specific terminology.
- Ability to perform the essential duties of the position with or without accommodation.
WORKING CONDITIONS:
Duties are generally performed indoors and not exposed to adverse conditions. May include evenings and weekends.
The above reflects the general details considered necessary to describe the essential functions of the job, and shall not be construed as an exhaustive statement of duties, responsibilities, or requirements that may be inherent in the job. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision. The use of a particular expression or illustration describing duties shall not be held to exclude other duties not mentioned that are of similar kind or level of difficulty.
