Administrative Assistant for Alumni and Parent Relations and the Annual Fund

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The Administrative Assistant for Alumni and Parent Relations and the Annual Fund, under the guidance of the Executive Director for Alumni and Parent Relations, will help advance the mission of Xavier University by providing administrative support to two departments; the Office of Alumni and Parent Relations and the Office of the Annual Fund.  This person serves as the first point of contact for visitors to the Alumni Center and provides customer service to both internal and external constituents.  They will offer support in the areas of event coordination, office and budget management, gift preparation, and donor follow up, and will serve as the point person for the Agilon reservation system.

Duties and Responsibilities

• Manage administrative operations for the Departments
• Coordinate logistics for community events and programs
• Use customer relationship management software to manage event modules, monitor online reservations, update event calendars, process financial transactions, and provide event information to colleagues throughout the Departments
• Assist in the identification and coordination of event locations, catering, vendors and partners for community events and programs
• Serve as the main point of contact for Alumni Weekend, X on the Road, national chapter events, University Relations basketball events, and future event series
• Coordinate pre- and post-event communication with attendees
• Maintain and prioritize calendars for personnel and meeting spaces
• Assist with budgetary processes and balancing

Minimum Qualifications

• 3-5 years of experience in administrative support, office management, or a related field
• Strong working knowledge of higher education advancement and non-profit marketing
• Exemplary customer service skills
• Minimum HS degree, preferred bachelor’s degree in a related field of study

Desired Skills

• Analytical – The ability to synthesize and interpret data to measure progress and make informed, evaluative decisions
• Project Management – The ability to organize the planning process and develop detailed project schedules which include tasks, accountabilities, and deadlines
• Computer/Technical – The ability to use word processing and data entry tools to develop spreadsheets and presentations
• Office/Administrative Support – The ability to perform data entry, schedule meetings and appointments, maintain calendars, and develop error-free internal and external correspondence
• Equipment Operation – The ability to use common office equipment, identify operational problems with equipment, and determine resolution
• Writing and Editorial – The ability to generate excellent written content free of errors and consistent with University editorial standards

To ensure consideration, qualified/interested applicants must submit a cover letter, resume and the names and contact information of three professional references on Xavier University's website by February 18, 2025.
Xavier University is an integral part of the 500-year-old Jesuit Catholic tradition of academic excellence in the liberal arts, with a strong commitment to advancing a culture of diversity, equity and belonging. These values are central to our mission. We strive for a climate of respect and inclusiveness that welcomes and supports members from diverse backgrounds and life experiences, is committed unreservedly to open and free inquiry, and deliberately seeks out varied perspectives.
Xavier University is an Equal Opportunity employer committed to enhancing equity, inclusion, and diversity. All qualified applicants will receive consideration for employment without discrimination on the basis of race, skin color, ethnicity, religion, sex, sexual orientation, gender identity or expression, national origin, age, marital status, veteran status, or disability. 
Benefits

• Xavier University offers a wide array of complementary and affordable benefit options, to meet the financial, educational, health, and wellness needs of you and your family. Eligibility varies by position and employment class.
• Comprehensive insurance plans including medical, dental, vision, and prescription coverage
• Tax advantaged accounts including health savings account, flexible spending accounts, and dependent care account.
• Financial security via life and long-term disability insurance, accident and illness insurance, and retirement savings plans.
• Generous paid time off work options including vacation, sick leave, and holidays.
• Tuition remission for employees and their eligible dependents.