Administrative Secretary

Saginaw Valley State University•Lexington, MA

1d•Onsite

About The Position

The Administrative Secretary provides administrative and clerical support to the Executive Director of Alumni Relations and serves as the department’s first point of contact for in-person and telephone reception. The role supports office programming and alumni events, maintains alumni-related records and platforms, responds to inquiries, and assists with department operations and communications. The position also provides clerical support to the Alumni Board of Directors and assists with training and supervising general office student employees. Duties are generally performed indoors on campus, without exposure to adverse conditions. Work may include evenings and weekends. Other duties may be assigned.

Requirements

High school diploma or equivalent, plus additional education, training, or certification in a related field.
Three years of job-related clerical experience; higher-education experience is preferred.
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, and Office 365; ability to learn specialized software, including web development programs.
Ability to work cooperatively and communicate professionally with faculty, staff, students, and the general public.
Ability to interact positively with members of the campus community.
Ability to work independently with minimal supervision and accept direction from diverse staff and faculty.
Ability to organize, prioritize, and expedite workload, including under occasional time pressure.
Ability to handle occasional differing, non-routine work situations and problems using independent judgment and initiative.
Ability to maintain confidentiality of files and records.
Ability to learn technical or discipline-specific terminology.
Ability to perform the essential duties with or without accommodation.
Must be legally authorized to work in the United States at the time of hire and throughout employment; employment visa sponsorship is not provided.
Candidates are not eligible for STEM OPT extensions because SVSU does not participate in E-Verify.

Nice To Haves

Clerical experience in higher education.

Responsibilities

Provide administrative support for office programming, including scheduling rooms and facilities, tracking RSVPs, and ordering supplies, apparel, and giveaways.
Attend signature alumni events, including Commencement, Senior Toast, and Homecoming.
Update the alumni database in Blackbaud Raiser’s Edge and respond to inquiries.
Verify users and process data in the SVSU Connect platform.
Monitor department email accounts and respond to requests for information.
Provide information to alumni visitors, print alumni membership cards, and distribute spirit items.
Assist with processing and notifying Legacy Scholarship recipients and generate reports on legacy student numbers for alumni office staff.
Process voucher refunds and order forms for Cardinal License Plates.
Coordinate telephone communications through the department’s main reception-desk numbers and respond to voicemails.
Provide clerical support for the Alumni Board of Directors.
Assist with training and supervision of general office student employees, including reviewing, recording, and approving student hours in Ultratime.
Coordinate orientation for new student employees.
Organize storage, supplies, and student work rooms.
Perform other duties as assigned.