Administrative Assistant - Alumni Relations Support

Apply now
 

Summary

Performs a variety of complex administrative tasks involving some discretion and requiring moderate amounts of independent judgment related to the oversight of the daily operations of a University administrative unit.

Performs a variety of complex administrative tasks involving some discretion and requiring moderate amounts of independent judgment related to the oversight of the daily operations of the business functions of University Advancement.

This role may require occasional evenings and weekend events.

Miami University recognizes that technology enables us to find new ways of providing first class service and workplace flexibility. This position is approved for remote work on a hybrid basis, following a successful period of six (6) months of employment. Remote work is a working arrangement that can be modified or revoked by Miami University at any time for any reason.

The Division of University Advancement is committed to creating an inclusive work environment where all people feel safe, valued, and respected.

 

Essential Duties

• Monitors and reviews operations of unit; ensures smooth work flow; ensures work product meets professional standards.
• Serves as informational resource to staff; investigates and resolves problems or difficulties related to area of expertise.
• Assists University staff, faculty, and students; answers inquiries and provides information.
• Oversees staff; assists in the enforcement of policies and procedures; establishes schedules and reviews performance.
• Gathers and analyzes statistical information regarding department's programs and activities; produces reports.
• May assist in the performance of various financial and budgetary tasks including preparing and monitoring budgets, preparing fiscal reports, or processing payments; may maintain inventory of supplies.
• Coordinate with alumni team on logistics and execution of alumni relations programs and in-person, virtual, and hybrid events: create and manage event registration pages/RSVPs; prepare event materials such as name tags, registration lists, and other collateral; process event registration transactions; assist with the coordination of speakers and meetings; and serve as point of contact over email, phone and in-person to support event attendees
• Work within established CRM templates to build event communications for alumni relations programs and events including: content creation and editing process; event email marketing; logistical coordination of mailings, emails; updating on alumni program/event webpages.

 

Minimum Qualifications

• Requires nine months of coursework or training beyond high school in Business Administration and three years of related experience, or an equivalent combination of education and expertise

 

Knowledge, Skills, and Abilities

• Knowledge of unit's operations, policies, and procedures
• Supervisory skills
• Knowledge of computer and office applications
• Research skills

 

Preferred Knowledge, Skills, and Abilities

• Ability to multitask and prioritize.
• Familiarity with Banner Finance and/or Advancement modules; experience using BI.
• Experience handling budget adjustments, journal entries, travel reimbursements.
• Familiarity with University accounting and purchasing procedures and guidelines. 
• Ability to manage the process and flow of alumni relations team data: input, integrity, and reporting in customer relationship management (CRM) and other database tools. Review, enter, report, research, update, and maintain alumni data to ensure accuracy.

 

Special Instructions (if applicable)

To be considered for this position please upload a resume and cover letter.

 

Additional Information

A criminal background check is required. All campuses are smoke- and tobacco-free campuses. This organization participates in E-Verify.

 

Remote Work
For positions that are approved for remote work: Remote work is not a right, it is a work arrangement that can be modified or revoked by Miami University at any time for any reason, including the convenience of the University.

Reasonable Accommodations
Requests for reasonable accommodations for disabilities related to employment should be directed to ADAFacultyStaff@miamioh.edu or 513-529-3560. Questions and follow-ups regarding requests should also be directed here.

Diversity Statement
Miami University is committed to creating an inclusive and effective teaching, learning, research, and working environment for all. For more information on Miami University’s diversity initiatives, please visit the Office of Transformational and Inclusive Excellence webpage. For more information on Miami University’s mission and core values, please visit the Mission and Core Values webpage.

Equal Opportunity/Affirmative Action Statement
Miami University, an Equal Opportunity/Affirmative Action employer, encourages applications from minorities, women, protected veterans and individuals with disabilities. Miami University prohibits harassment, discrimination and retaliation on the basis of age (40 years or older), color, disability, gender identity or expression, genetic information, military status, national origin (ancestry), pregnancy, race, religion, sex/gender, status as a parent or foster parent, sexual orientation, or protected veteran status in its application and admission processes, educational programs and activities, facilities, programs or employment practices. Requests for reasonable accommodations for disabilities related to employment should be directed to ADAFacultyStaff@miamioh.edu or 513-529-3560.

Clery Act
As part of the University’s commitment to maintaining a healthy and safe living, learning, and working environment, we encourage you to read Miami University’s Annual Security & Fire Safety Report at: http://www.MiamiOH.edu/campus-safety/annual-report/index.html, which contains information about campus safety, crime statistics, and our drug and alcohol abuse and prevention program designed to prevent the unlawful possession, use, and distribution of drugs and alcohol on campus and at university events and activities. This report also contains information on programs and policies designed to prevent and address sexual violence, domestic violence, dating violence, and stalking. Each year, email notification of this website is made to all faculty, staff, and enrolled students. Written notification is also provided to prospective students and employees. Hard copies of the Annual Security & Fire Safety Report may be obtained from the Miami University Police Department at 513-529-2223.

Labor Law Posters for Applicants

Please visit our Labor Law Posters webpage to access all relevant and applicable labor law information.