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Human Resources OfficeThe Development and Alumni Relations Office has an opening
SUMMARY Maintains and updates records in the Alumni/Development database. Provides administrative support to all department members in the Development and Alumni Relations office. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Provides administrative support for the Office of Development and Alumni Relations; including, arranges travel schedules and reservations as needed; maintains department calendar; updates and maintains budget binder of department espenses; and assists Vice President and Directors with scheduling and appointments. Greets visitors and coordinates incoming calls. Orders and maintains office supplies. Coordinates purchasing and handling paperwork of purchasing and following purchasing guidelines. Maintains database according to department policies and procedures. Distributes mail to department staff and coordinates outgoing mail as necessary, including scanning, stuffing envelopes and mass mailings. Prepares and coordinates correspondence to alumni, including assistance in planning and preparation of mass solilcitation mailings and ordering related supplies. Maintains database according to department policies and procedures. Updates records with information received from returned mail, press clips, student callers, other organization lists and publications and verifies addresses to generate address lists from database. Assists with data coding and clean-up projects as necessary. Trouble shoots Raiser's Edge and other database related information to indentify any problems with software and hardware failures. Coordinates obituary letters and congratulatory letters for the Office of the President and Dean. Manually records incoming gifts in intake log and coordinates with gift administrator. Responds to requests for constituent electronic records queries, lists and reports for Development and Alumni Relations initiatives. With supervisor oversight, responsible for the process of converting hard files to electronic files and maintains both filing systems. Reviews database policies and procedures with others in the department to ensure maximum efficiency. Maintains and updates Data Policy Manual. Provides assistance in gift intake and acknowledgement process. Provides support and assistance for special events throughout the year, including updating RSVP lists and preparing name tags. Serves as point of contact for alumni Board Members, other STCL friends and donor prospects. Must maintain confidentiality of all sensitive matters. Other duties may be assigned. SUPERVISORY RESPONSIBILITIES QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The person must have a poised and professional image; strong interpersonal skills with the ability to work collaboratively in a team environment. Must be able to interact effectively and efficiently with all visitors and students while projecting a positive image for the department and college. Service oriented with ability to make all visitors feel welcome. Must have a collaborative approach to working with others. Must have excellent writing and editing skills; proficient in windows-based software, including word processing, spreadsheet skills, and ability to learn new software programs as needed. Ability to work in a fast paced environment and perform multi-tasking duties. Demonstrate proficiency with word processing and presentation software, including Microsoft Office, and Word. Familiar with Raiser’s Edge software, heavy data entry experience; ability to learn new software programs as needed. Strong organizational skills, ability to manage several assignments simultaneously, set priorities and anticipate additional workload. Type minimum of 50 wpm accurately. Capacity to maintain absolute discretion and confidentiality demanded. Assists with the coordination on all initiatives on departmental and organizational levels. EDUCATION and/or EXPERIENCE LANGUAGE SKILL MATHEMATICAL SKILLS REASONING ABILITY CERTIFICATES, LICENSES, REGISTRATIONS PHYSICAL DEMANDS The physical demands 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. While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is regularly required to stand and walk. Occasional light to moderate lifting from floor level, at waist, and above shoulders required. Infrequent bending and stooping necessary. Specific vision abilities required by this job include close vision in order to accurately input data and proofread; distance vision in order to recognize and assist visitors to the department. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Fast paced, multi-tasking, non-smoking work environment. Must be able to work the general business schedule of the College (9:00 a.m. to 5:30 p.m.) plus evenings and weekends as necessary.
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