Alumni Engagement Administrative Assistant
About The Position
The Alumni Engagement Administrative Assistant provides administrative and operational support to the Alumni Engagement team, helping coordinate alumni events, communications, and stewardship activities. The position supports daily office operations, maintains accurate records, and helps create a positive experience for alumni and university stakeholders. The role provides administrative support to the Executive Director of Alumni Engagement and department staff, processes purchasing and expense transactions, maintains records and files, coordinates office operations, and supervises student workers. It also supports alumni events such as Ring Ceremony and Islander Homecoming, including event logistics, registration, communications, and on-site assistance. Additional duties include maintaining alumni contact and engagement records, preparing meeting materials, and coordinating appreciation gifts and promotional items.
Requirements
- High school diploma or GED.
- Four years of related experience in administrative support, customer service, development, or a related field; internship and volunteer experience may be considered.
- Alternatively, an associate’s degree and two years of related experience in administrative support, customer service, development, or a related field; internship and volunteer experience may be considered.
- A bachelor’s degree is listed as a qualification.
- Proficiency in Microsoft Office applications.
- Strong organizational, communication, and customer service skills.
- Ability to manage multiple priorities, maintain attention to detail, and handle confidential information professionally.
- Ability to work independently and collaboratively in a team environment.
Nice To Haves
- Experience with CRM systems or database management.
- Familiarity with higher education, alumni relations, fundraising, or nonprofit operations.
- Experience providing administrative support or coordinating events.
- Knowledge of FERPA and donor privacy practices.
Responsibilities
- Provide administrative support to the Executive Director of Alumni Engagement and department staff, including calendar management, correspondence, and scheduling.
- Process purchase orders, invoices, expense reports, purchasing card reconciliations, and merchandise transactions.
- Maintain accurate records, reports, inventories, and organized digital and physical files, including materials for the National Islander Alumni Association Board of Directors.
- Coordinate daily office operations, including supply management and administrative functions for the Woo Sung Lee Alumni Welcome Center.
- Supervise and provide guidance to student workers.
- Assist with special projects and other duties as assigned.
- Support the planning and execution of alumni events and activities, including Ring Ceremony and Islander Homecoming.
- Coordinate event logistics, RSVPs, guest communications, registration materials, and event preparation.
- Provide on-site support for alumni events and engagement activities.
- Serve as a welcoming and professional point of contact for alumni, visitors, and university stakeholders.
- Maintain accurate alumni contact records and engagement activity documentation.
- Assist with preparation of meeting agendas, packets, and supporting materials.
- Coordinate the preparation and distribution of alumni appreciation gifts, correspondence, and promotional items.
Benefits
- Medical insurance, with employee-only coverage costing $0–$30 per month after the university contribution; the university covers up to 83% of premiums for listed coverage tiers.
- Dental and vision insurance.
- Life insurance, accidental death and dismemberment insurance, and long-term disability insurance.
- Flexible Spending Account and Day Care Spending Account.
- Dual Career Partner Program.
- On-campus wellness opportunities.
- Counseling, work-life assistance, financial resources, and legal resources.
- Public Loan Forgiveness and book scholarships.
- Tuition coverage for up to 18 credit hours per fiscal year, subject to applicable rules.
- Retirement through the Teacher Retirement System of Texas or Optional Retirement Plan, with voluntary tax-deferred account or deferred compensation options.
- Eight or more hours of paid vacation time off each month.
- Eight hours of sick leave each month.
- Eight hours of paid birthday leave.
- 12–15 paid holidays each year.
- Professional development opportunities.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
