Lake Superior State University
Lake Superior State University
 
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FLSA Designation
EXEMPT
Date Issued: 2008-03-24
Department:
Alumni Relations
Title: Administrative Assistant
 
Function and Responsibility
To provide administrative and other support to the Director of Alumni Relations. Under direction of the Alumni Relations Director, maintain an effectively managed office and participate in the design, implementation and coordination of special events, mailings and programs. Generate reports as needed from database
 
Duties and Responsibilities
Assist in planning, coordinating and hosting special events, including but not limited to, Great Lake State Weekend, reunions, alumni socials and alumni travel programs. Assist in arrangements or delegating responsibilities for: registration, volunteer assignments, collection of fees, catering, graphics, notification/invitations to guests, security, related educational programming, tickets for sporting and cultural events and other related activities.

Assist in organizing, developing and maintaining alumni chapter structure and programs, alumni travel program and online community for alumni.

Develop marketing materials for Anchor Club; plan and develop mailings and marketing efforts designed for membership acquisition and renewals; maintain membership records in Banner database; coordinate correspondence with members; disseminate benefits to members; maintain adequate supply of coupons and other membership perks; seek out and implement additional membership benefits.

Assist in preparation and dissemination of meeting materials and minutes to the Alumni Association Board of Directors and associated committees.

Supervise, plan and direct work of student assistants.

Manage telephone and visitor contacts; sort and refer mail. Draft, type and edit correspondence as required. Prepare responses to routine inquiries. Order, prepare and distribute routine office forms and supplies. Maintain office files. Maintain tickler file for follow-up activities. Assist in payment of bills and creation of purchase requisitions in compliance with university policies.

Exercise good problem solving and referral judgment. Manage office when director is away.Perform other duties as assigned. Occasional evening and weekend hours may be required.
 
Qualifications
Minimum five years of office experience.

Proficiency in word processing, spreadsheet and mail merge programs. Good written, oral and interpersonal communication skills; good typing, grammatical and office management skills; ability to learn and use new technology. High level of accuracy in work tasks; strong organizational skills; ability to make appropriate decisions without direct supervision. Ability to deal tactfully with the public and to maintain office confidentiality. Ability to work with multiple tasks in a timely manner is essential.

Preference given to candidates with experience working with databases and with experience or ability to become proficient in extracting data from databases in the form of reports; knowledge of Sungard SCT Banner a plus. Experience in using Oracle Discoverer report-writer a plus.
Preference also given to candidates with experience with social networking sites.

 
Physical and Mental Demands
Adequate physical fitness to be able to sit and concentrate for long periods of time; use of gross motor skills to perform supervisory and organizational duties. Use of fine motor skills to operate computer; problem solving ability; ability to understand and work with numbers; ability to see, hear and speak with or without the use of aids to perform normal office tasks.
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