Senior Administrative Assistant

American University•Washington, DC

10d•$26 - $29•Hybrid

About The Position

The Senior Administrative Assistant will provide administrative support in the Division of University Advancement, primarily assisting the Assistant Vice President of Alumni Relations (AVP) as well as other staff members as directed by the AVP. In their work, the Senior Administrative Assistant will enhance alumni relations programs and volunteer initiatives that increase alumni engagement within the 160,000+ member AU alumni network. Responsibilities include but are not limited to processing mail; answering phones; scheduling meetings; appointments and travel (including arrangements); transcribing correspondence and phone outreach to constituents; organizing and maintaining filing systems; assisting with events; and other meetings held by the AVP; making on-campus deliveries or pick-ups of materials; reconciling credit card transactions of the AVP; conducting basic research (for names, phone numbers and addresses); and producing mailings and meeting materials. In addition, the Senior Administrative Assistant will draft internal and external correspondence. The Senior Administrative Assistant will interact with senior administrators, alumni, volunteers, and donors to the University.

Requirements

High school diploma or equivalent.
A minimum of 1 - 3 years of successful experience in alumni, donor, or community relations for educational institutions or non-profit organizations.
Ability to independently formulate long-range objectives, and manage varied programs and services Ability to set priorities, meet deadlines and work independently.
Demonstrated organizational and decision-making skills with follow-up abilities.
Mature and professional attitude, customer/client focus; highly developed interpersonal skills; energetic and detail oriented.
Clear, concise reporting and writing style Computer literacy, particularly MS Word and Excel.
Employees in staff positions at American University must deliver their services to the university from either the District of Columbia, Maryland, or Virginia, or perform work on-site at the university.

Nice To Haves

Bachelor's degree or equivalent.
2 - 4 years of relevant experience.
At least one year of experience in volunteer management.
Training and/or experience managing community initiatives and/or programs preferred.
Intercultural communication skills or a level of intercultural competence preferred.

Responsibilities

Assists with events, schedules meetings and appointments, maintains travel calendar for the AVP.
Processes mail, answers phones and personal and shared email inboxes, makes on-campus deliveries.
Conducts basic desktop research including names, phone numbers, addresses, career and degree info.
Reconciles credit card transactions for the AVP.
Drafts internal and external emails and other correspondence, produces mailings and meeting materials.
Manage the logistics and communications for four quarterly AU Alumni Board (AUAB) meetings including space reservation, catering, and preparations of materials.
Manage logistics and communications for annual AUAB new member orientation.
Interact with AUAB members to schedule phone calls, committee meetings, ensure participation, send reminders, etc.
Maintain and update current rosters AUAB and other alumni relations volunteer leadership groups.
Provide secondary support for other alumni relations volunteer leadership groups including those in the Mosaic Collective, career, enrollment, and regional chapters.
Updates records in the Ellucian CRM Advance database including contact reports, engagement, biographical and demographic data.
Prioritizes data hygiene and organization to ensure that engagement activities, event lists, and lists of alumni volunteer leaders and interested alums are kept up to date in the CRM.
Utilizes CRM and MicroStrategy business intelligence reports and dashboards to support the AVPs, alumni relations directors, and other UA and AU leaders in employing a data-driven approach to evaluating and refining alumni engagement programs and activities.
Support the division’s goals to increase alumni engagement through volunteer management by managing volunteer stewardship projects including, but not limited to: monthly congratulations letters, birthday and anniversary mailings and emails to volunteer leaders, and frequent direct outreach to volunteer leaders, coordinating AVP, VP, and alumni relations directors’ direct outreach to volunteer leaders, compiling and distributing relevant content for volunteer leaders’ benefit, and regular audits of volunteer coding in the CRM.
This position may supervise student and/or part-time staff.