Office Assistant

Macalester College • Saint Paul, MN

3d • Onsite

About The Position

The Office Assistant in Macalester College’s Advancement division provides clerical, operational, logistical, reception, and event support. The position is the division’s primary point of contact for visitors and supports front desk operations, communications, scheduling, vendor invoices, office supplies, division-wide meetings, staff onboarding, and day-to-day facility needs. It is a full-time, 31-hour-per-week, onsite position, with occasional evening and weekend work during key seasons such as Alumni Reunion in June.

Advancement comprises Communications and Marketing, Development, Engagement, and Operations. The division supports the college’s mission through campus-wide communication, opportunities for alumni, parents, and friends to participate in college life, and donor relationships that secure philanthropic support. Its work is grounded in anti-racism, equity, and social justice, with a commitment to positive social and economic change.

The role maintains reception and shared office spaces; manages supplies, mail, deliveries, staff information, shared technology, and vendor subscriptions; and provides administrative support to staff and senior leaders. It coordinates meetings, events, guest visits, travel, expenses, and logistics, and works with campus partners on equipment, facilities, and technology needs. It also coordinates staff onboarding and offboarding and maintains related resources. The position is union-represented (MAPE), pays $21.07–$22.03 per hour, and is contingent on satisfactory completion of a criminal background check.

Requirements

• 1–3 years of relevant experience.
• High school diploma or equivalent required.
• Proficiency with Google Workspace tools, including Docs, Sheets, Slides, Forms, and Calendar; Google folders, email listservs, and shared Google channels; CRM; Microsoft Office; and project-management platforms.
• Ability to run mail merges, coordinate remote-access tools such as Zoom rooms and cameras, and coordinate general IT equipment setup.
• Ability to coordinate logistics for events, staff retreats, and division-wide meetings.
• Strong task-prioritization skills for managing inventory, vendor accounts, and facility work orders concurrently.
• Ability to independently troubleshoot office-equipment issues.
• Ability to assess visitor and caller needs and direct inquiries to the appropriate person.
• Proficiency operating and overseeing shared office equipment, including multifunction printers, copiers, jetpacks, cameras, laptops, scanners, and hybrid-meeting hubs.
• Basic accounting and financial-administration skills to review and prepare expense reports.
• Ability to track, process, and reconcile vendor accounts, invoices, and division-wide subscriptions.
• Excellent verbal communication and hospitality skills for serving as the primary receptionist and greeter.
• Ability to handle professional email correspondence.
• Executive-support capabilities, including calendar management and leadership meeting and location scheduling.
• Adaptability and willingness to provide support during peak event times such as Reunion.
• Satisfactory completion of a criminal background check is a condition of employment.

Nice To Haves

• Associate’s degree preferred.

Responsibilities

• Maintain the reception area, breakrooms, and supply spaces; organize office-supply inventory; and handle incoming and outgoing mail and deliveries.
• Maintain Advancement staff phone lists, listservs, organizational charts, and calendar access.
• Coordinate guest visits and parking access; welcome visitors as the primary greeter; and answer and redirect incoming phone calls and emails.
• Process monthly vendor invoices and subscriptions, maintain subscription login access and division resources, and track and reconcile vendor accounts and expenses.
• Oversee check-out and maintenance of shared technology assets, including jetpacks, remote-access keys, Zoom rooms and hubs, laptops, and printers.
• Coordinate with campus offices on equipment maintenance and updates, technology issues, building maintenance and projects, printers, laptops, and other devices.
• Assist staff with mail merges, scanning, copying, CRM updates, word processing, and spreadsheet management; coordinate staff birthday communications.
• Support donor and division-wide events, including Reunion preparation, by managing RSVPs, database updates, mailings, nametags, and post-event duties.
• Organize and schedule division-wide meetings, events, and retreats, including locations, invitations, communications, room and equipment reservations, catering, hybrid meeting options, materials, and electronic resources.
• Serve as the point person for Facilities Services work orders and coordinate with campus offices such as Information Technology Services, Facilities, and Document Services.
• Provide clerical and logistical support to Assistant Vice Presidents, including scheduling, meeting locations, mailings, invoice payments, travel arrangements, projects, and events.
• Support the Vice President with scheduling staff one-to-ones and recurring leadership and team meetings, and arrange locations and catering as needed.
• Reconcile expense reports for the Vice President and Assistant Vice Presidents.
• Coordinate staff onboarding and offboarding with Information Technology Services, Human Resources, Facilities, and supervisors; arrange new-hire supplies, technology, and introduction meetings.
• Update listservs, Google channel access, email, internal calendars, nametags, office signage, building wayfinding, subscription access, and technology access; maintain the Advancement onboarding handbook and support onboarding.
• Complete other assigned responsibilities, participate actively in the team and college activities, support shared goals and initiatives, and provide backup support to teammates.

Benefits

• 10% employer contributions to the retirement plan.
• Vacation and sick time packages, plus 10 holidays.
• Health, dental, vision, life, and disability insurance.
• Employer contribution to a Health Savings Account.
• Tuition assistance covering 75%–90% of eligible tuition for employee dependents at select institutions.
• Free primary care for most services through Nice Healthcare when enrolled in a Macalester health plan.
• Access to the athletics fitness facility, wellness coaching, and activities.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED