Temporary Administrative Assistant - University Advancement

Join our team of difference makers•Azusa, CA

3d•$18 - $20

About The Position

APU seeks employees who desire to contribute to our thriving culture by cultivating community through professional interactions, demonstrating a posture of lifelong learning, and modeling Christ-like character. Working together, employees at APU commit to establishing a university atmosphere that is edifying to God and one another. The Temporary Administrative Assistant supports the execution of events and initiatives as well as helps manage the business operations of Alumni Engagement, including but not limited to facilitating prompt and professional responses to all email correspondence, phone calls, social media contacts, and in-office visits from alumni and other guests, creating a warm and welcoming experience for all who interact with Alumni Engagement. This role is critical to the execution and coordination of all alumni-related events, including on-campus events, off-campus events, regional events, and any web-based activities, as well as helping to manage event timelines and budgets. This person will participate in supporting student employees and will work closely with the Advancement data team to help ensure alumni contacts are documented and accounted for.

Requirements

High School diploma or equivalent.
One to three years of experience in Alumni Engagement or related field such as Business, Communications, Public Relations, Marketing, Journalism, or Customer Service.
Event planning experience and ability to manage multiple projects simultaneously.
Experience with social media management.
Good general administrative skills, and familiarity with office equipment.
Strong oral and written communication skills.
Ability to communicate effectively with alumni, parents, students, faculty, and staff with proper English usage.
Experience using Google Apps, and Microsoft Office (primarily Word and Excel) with accuracy and skill.
Ability to quickly adapt and learn new computer and website procedures and processes.
Good organizational skills and strong attention to detail.
Must have a high degree of initiative to handle multiple tasks simultaneously.
Ability to work independently.
Ability to exercise independent judgment and discretion, keep confidentiality, and manage several projects simultaneously, using logical problem-solving.
Ability to work under pressure, meet deadlines, and follow through.
Ability to learn and retain information and procedures.
In agreement with the purpose and mission of Azusa Pacific University in providing a Christian-based higher education for its students.

Responsibilities

Events Support Coordinate and assist with coordination of all Alumni Engagement events including working with Event Services and the Advancement Events team to reserve on-campus rooms or external facilities, work with the Advancement Communications Specialist to craft and send invitations, create forms and track event registrations, help manage event purchases/budgets, etc.
Coordinate with product vendors that supply materials and items for the office for events and otherwise.
Provide and input data on all events and attendance for alumni engagement scoring.
Manage registrations from RSVP through attendance for alumni events.
General Alumni Office Support Support alumni engagement initiatives, including alumni admissions volunteers, career volunteers, and event volunteers.
Support the process of collecting, pulling, and reporting data related to alumni engagement in CRM system.
Coordinate and follow through with all print and promotional materials for the office.
Assist the Alumni Engagement team with any office projects.
Provide general administrative support as needed.
Manage the central alumni email address and respond professionally and promptly.
Manage the central alumni phone system (DialPad) and ensure all calls are answered promptly, providing excellent customer service.
Assist Alumni Engagement office staff with monthly expense tracking, reconciliation, and reporting via the Concur system.
Assist with travel arrangements if needed.
Manage and organize the community Alumni Engagement team folder.
Oversee office protocols and processes for ordering promotional products, managing invoices, creating processes for office operations, and managing paperwork and timekeeping for student employees.
Assist with managing vendor relationships.
Support with scheduling weekly staff meetings including note-taking and follow-up.
Function as the primary contact person for Mail Services to verify all mailings through the Alumni Engagement account.
Regular, punctual attendance as required by the supervisor and facilitated by department needs which will include evening and weekend hours based on event scheduling.
Perform other duties as required by the supervisor.