POSITION DESCRIPTION

Administrative Support Assistant
Department of Alumni and Alumnae Relations
Office of Advancement

SUMMARY:

Provides a range of moderate to complex administrative assignments in support in the Offices of Alumni and Alumnae Relations. The Assistant will be engaged in a comprehensive program of involvement and front-line contact with members of the Hobart and William Smith community, with particular emphasis on administrative support for regional events and the Alumni and Alumnae Councils. Active problem solving and excellent interpersonal skills, sound judgment, discretion, independent thinking and initiative are required. In addition, experience and/or a proven ability to provide complex administrative support in a high-profile, fast-paced environment with an advanced level of tact, diplomacy, attention to detail and general professionalism is essential.

RESPONSIBILITIES:

Event Support:

Summary

  • Serves as the lead support for all off-campus events for both alumni and alumnae including those hosted by alums (“Host Your Own Event”).
  • Provide assistance and back-up support for on campus events such as Reunion.
  • Serves as lead support for all events (on and off campus) specific to William Smith alumnae including regional events as well as campus events such as Senior Welcome, Founder’s Day, etc.

Specific

  • Assist with publicity including the production of invitations, e-mails, calendar postings, website and Facebook, etc.; orders, mails and emails invitations; requests specific data downloads, and manages logistics of post-event communications and attendee coding.
  • Processes event registrations in iModules and Raiser’s Edge database; processes credit card information and manages payment communications; manages event registration systems; confirmations, and RSVP lists; provides detailed data follow-up; processes all payments (cash, checks, credit cards), and prepares guest packets with necessary materials, name tags; maintains accurate inventory of all event-related supplies.
  • Prepares and distributes research on attendees; sends updated information gathered during event registration or at the event to records office, and tracks event participation and distributes lists as needed (website, e-mail, printed lists).
  • Communicates with caterers and other vendors as needed (insurance, tax forms, etc.).
  • Occasionally serves as registration and/or reception host/hostess at on-campus and off-campus events.

Alumnae and Alumni Associations:

Summary

  • Acts as the lead support for both the Alumni and Alumnae Associations and provides necessary services and support for their leadership and their committees.

Specific

  • Coordinates and manages all communications related to Association meetings and the committees of the Associations; coordinates and manages meeting registrations and necessary accommodations.
  • Coordinates logistics and communication related to conference calls and video conferencing.
  • Prepares meeting packets.
  • Keeps Associations Directories and Handbooks updated at all times.

Online Community:

Summary

  • In coordination with other office personnel, provides customer service and support for the Online Community including email forwarding, the online directory, general event registration and responding to questions.
  • Troubleshoots, adds users, and responds to phone and e-mail inquiries.

Manager of Student Assistants:

  • Hires, trains and supervises student assistants.

Budget and Accounting:

  • Processes all financial paperwork related to regional events including invoices, purchase orders, deposits, expense reports, etc.
  • Monitors procurements and expenditures; reconciles financial reports, prepares projections, and resolves discrepancies in projected and actual expenditures.
  • Interfaces with campus accounting personnel and vendors to resolve problems and discrepancies in payments.
  • Analyzes data and produces finished spreadsheets and reports as requested.
  • Creates spreadsheets and tables as necessary to track costs incurred in the planning of specific events.

General Administration:

  • Coordinates and maintains department filing system (electronic and hard copy) to include supervisors' files and all department records, forms, reports, etc.
  • Uses various software applications, such as spreadsheets, databases and graphics packages to assemble, manipulate and format data/reports, access e-mail, electronic calendars, Raiser's Edge, iModules and other standard office support software such as Word and Excel.
  • Resolves administrative problems and inquiries; composes, edits, and proofreads correspondence and reports, and prepares a range of administrative documents.
  • Manages the daily operations of the office by answering the telephone, relaying messages, responding to telephone, mail and email inquires.
  • Attends to routine correspondence, in-coming and out-going.
  • Responsible for overseeing office supplies in coordination with Advancement office manager.
  • Maintains department and office calendars, making travel arrangements for supervisor and manages office during supervisor's absence.
  • Coordinates intra- and inter-departmental communications, i.e., managerial directives, dissemination of college/department policy and procedures, meeting agendas.
  • Ensures that Raiser's Edge coding is up-to-date for all honors, awards, volunteers, Very Important Alums (VIA), event attendees, etc.
  • Provides back-up support, to the Asst. VP of Alumni Relations.
  • Produces itineraries for travel, assists with securing appointments for Asst VP's travel, and follows up by entering call reports and updated contact for alum visits.
  • Assists IA staff with other projects as needed.
  • Takes, drafts and distributes minutes of committee meetings.
  • Troubleshoots office technology problems.
  • Maintains, gathers and analyzes data for various purposes (e.g., peer school research).
  • Attends to Directors incoming and outgoing mail (snail).
  • Schedules meetings with multiple attendees and coordinates any associated tech and catering.

QUALIFICATIONS:

An associate’s degree and at least three years experience, preferably experience with assignments and/or projects that demonstrates a high degree of organization, attention to detail and independent judgment or an equivalent combination of education and experience. Bachelor’s degree preferred. Ability to work in a fast paced, deadline driven environment and handle multiple projects with minimal supervision; ability to work independently and within a team environment; ability to keep information in confidence; ability to communicate effectively and to interact positively with the Colleges alumnae, alumni, parents, friends, volunteers, faculty, staff and vendors; ability to make administrative/procedural decisions and solve problems; ability to gather data, compile information and prepare reports; ability to communicate effectively both orally and in writing. Demonstrated expertise with Microsoft Word, Excel, Outlook and aptitude for database expertise (will train in Raiser’s Edge, iModules and any other packages required); aptitude for budget work. Outstanding organizational and public relations skills; must be detail oriented; proficiency in the use of English grammar, punctuation and spelling; editing experience preferred. Ability to learn, interpret independently, and apply a variety of complex policies and procedures. Ability to lift approximately 10 to 20 pounds.

OTHER INFORMATION:

This is a full-time, 12-month, benefits-eligible administrative salaried position. Normal campus office hours of work are 8:30 a.m. to 5:00 p.m. during the academic year with a possible shortened workweek during the scheduled summer hours. However, expectations of the candidate will require occasional extended work-days and weekend obligations. The salary is competitive and is negotiable depending on the strength of qualifications. The benefit package includes but is not limited to: 20 days of vacation each year; 10 paid holidays; medical, dental, and vision insurances; long-term disability coverage; life insurance; and retirement benefits. This position description is not all-inclusive, as other tasks or responsibilities may be assigned.

APPLICATION INSTRUCTIONS:

Review of applications will begin immediately and continue until the position is filled. Interested applicants are encouraged to submit a cover letter, resume and the names with contact information of at least three (3) professional references to our application service, Interfolio https://apply.interfolio.com/48241.

If you have any questions about using Interfolio, please send to ferran@hws.edu.

EOE


Hobart and William Smith Colleges are committed to providing a non-discriminatory and harassment-free educational, living and working environment for all members of the HWS community, including students, faculty, staff, volunteers, and visitors. HWS prohibits discrimination and harassment in their programs and activities on the basis of age, color, disability, domestic violence victim status, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, veteran status, or any other status protected under the law. Discrimination on the basis of sex includes sexual harassment, sexual violence, sexual assault, and other forms of sexual misconduct including stalking and intimate partner violence, and gender-based harassment that does not involve conduct of a sexual nature.

Founded as Hobart College for men and William Smith College for women, Hobart and William Smith Colleges today are a highly selective residential liberal arts institution with a single administration, faculty and curriculum but separate dean’s offices, student governments, athletic programs and traditions.  The Colleges are located in a small diverse city in the Finger Lakes region of New York State.  With an enrollment of approximately 2,000, the Colleges offer 62 different majors and minors from which students choose two areas of concentration, one of which must be an interdisciplinary program.  Creative and extensive programs of international study and public service are also at the core of the Colleges’ mission.

 

 

Preparing Students to Lead Lives of Consequence.