Administrative Assistant to Foundation and Alumni Affairs

Western New Mexico University•Mission, NM

About The Position

This role serves as an Administrative Assistant to Foundation and Alumni Affairs, providing comprehensive support for departmental operations, financial activities, and board relations. The position involves managing correspondence, coordinating budgets, maintaining confidential records, and assisting with event planning and fundraising activities. A key aspect of this role is acting as a liaison for the WNMU Foundation Board of Directors and the WNMU Alumni Association Board of Directors, ensuring all necessary documentation and communications are prepared for board meetings and activities.

Requirements

Experience in screening telephone calls, incoming mail, and visitors.
Proficiency in composing and typing correspondence and memos.
Experience with budget activities, financial transaction monitoring, and financial reporting/reconciliation.
Ability to maintain confidential files and records.
Skills in collecting, compiling, and preparing materials and statistics.
Experience in preparing paper and electronic documents and communications.
Knowledge of record retention compliance.
Ability to schedule and coordinate travel arrangements.
Experience managing office supply and copier inventory and ordering.
Liaison experience with boards of directors.
Ability to coordinate and prepare board-related documents, reports, minutes, and correspondence.
Experience in event planning and coordination, including venue management, procurement, and logistics.
Experience recording and processing gift-related forms.
Experience generating stewardship mailings (tax receipts, acknowledgments, etc.).
Experience overseeing order processes with vendors.
Ability to maintain order records and conduct follow-up communications.
Experience with mail pickup and delivery.
Commitment to ongoing personal and professional development.
Ability to maintain comprehensive communication.
Adherence to professional standards, behavioral expectations, and ethics.

Nice To Haves

Experience with Foundation account administration.
Experience with special appeals, crowdfunding, and event/activity specific fundraising.
Experience overseeing Legacy Brick orders and installations.

Responsibilities

Screens telephone calls, incoming mail, and visitors.
Initiates, composes, and types a variety of internal and external correspondence and memos.
Coordinates and supports department and program budget activities, including Foundation account administration and reconciliation.
Monitors financial transactions, prepares financial reports and reconciliations, and assists with budget documentation and revisions.
Maintains confidential files and records of division information.
Collects, compiles, and prepares materials, statistics, and documents for department planning, historical alumni data, and reporting needs.
Assists in the preparation of paper, electronic documents, and communications.
Maintains compliance of record retention.
Schedules and coordinates travel arrangements.
Manages office supply and copier inventory, reports, and ordering.
Acts as liaison to the WNMU Foundation Board of Directors and the WNMU Alumni Association Board of Directors.
Coordinates and prepares all board-related documents, reports, meeting minutes, and correspondence.
Performs a variety of tasks in support of special projects.
Assists with planning and coordinating events, including venue management, facility use forms, procurement, and logistics.
Records and processes forms related to gifts made in person and online, including special appeals, crowdfunding, and event-specific fundraising.
Generates weekly stewardship mailings, such as tax receipts, acknowledgement letters, in-memory/honor notifications, and sponsorship correspondence.
Oversees Legacy Brick orders, ensuring accurate information is provided to the vendor for production.
Schedules installations, maintains order records, and handles follow-up communications with donors for Legacy Bricks.
Provides administrative functions including on/off-campus mail pickup and delivery.
Participates in ongoing personal and professional development.
Maintains comprehensive communication among all contacts (internal and external).
Models professional standards and upholds working and public behavioral image expectations and ethics.
Performs other duties as assigned.