Program Assistant

Union College Career Center in Becker Hall • Schenectady, NY

11d • Onsite

About The Position

Provides administrative support to Alumni & Parent Engagement staff members. Serves as a collaborative team member to support and staff key events such as Homecoming, Family Weekend and ReUnion. Provides operational support for regional alumni clubs and affinity programs. Provides front-line support and excellent customer service to alumni and parents of the College.

Requirements

• Associates degree and/or a combination of relevant education, training, certifications, and/or work experience required.
• Strong oral and written communication skills, including attention to detail.
• Proficient in using a range of business office software applications and systems, including experience navigating a CRM and working knowledge of Microsoft Excel.
• Ability to quickly learn other software applications.
• Able to collaborate effectively with colleagues across the College to achieve shared goals and objectives.
• Able to exercise exceptional judgment, ensure strict confidentiality, and demonstrate outstanding professionalism in a range of situations.
• Able to work in a fast-paced environment and be self-motivated with the ability to manage multiple projects simultaneously.
• Able to support, contribute to, and strengthen a vibrant, culturally diverse, and inclusive learning community of students, alumni, faculty, and fellow professionals.
• Able to anticipate, deliver on, and exceed the expectations of alumni, students, guests, and colleagues.

Nice To Haves

• Experience providing administrative support in a thriving business or non-profit organization, preferably a residential liberal arts college.
• Experience organizing and supporting events of a small and large scale.
• Ability to make recommendations to address issues as they arise.
• Comfortable learning and navigating new technology.
• Ability to work independently and multi-task.
• Experience working in higher education or non-profit management work.

Responsibilities

• Provides outstanding customer service as the first point of contact for the Office of Alumni & Parent Engagement.
• Fields and troubleshoots requests while working closely with all offices within College Relations and the entire institution.
• Builds events using Anthology and manages the online registration process for major alumni events on campus (i.e. ReUnion, Homecoming and Family Weekend) and regional and affinity events.
• Pulls reports for invitation lists, log and track all event registrations, evaluate registrations for errors, process all payments, send confirmation emails, and follow up with registrants as warranted.
• Serves as the primary point of contact for class correspondents, who compile updates on their class for publication in the alumni magazine.
• Uses the online system to reconcile purchases for team members.
• Monitors department email accounts and phones to field inquiries from constituents.
• Enters contact reports and maintain accurate records.
• Prepares event materials for staff travel.
• Participates in developing and executing an annual strategic plan for the Office of Alumni & Parent Engagement.
• Staffs events as needed.
• Offers to pitch in to help colleagues during crunch times and overlapping deliverables.

Benefits

• Generous Vacation, Sick, and Personal Time
• Winter Recess Break in Addition to Paid Holidays (in accordance with policy)
• Healthcare: Medical (PPO & HDHP), Dental, and Vision Insurance (Flexible Spending and Dependent Care Accounts)
• Free On-Campus Fitness Facility Access and Discounts for On-Campus Wellness Programs
• Pre and Post Tax participation in a 403(b) Retirement Plan
• Salary Continuation Program in the event of Disability
• Tuition Exchange

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree