We are seeking a capable and organized, experienced Administrative Assistant to join the Alumni team of one of the finest University centers in the Cambridge area! This is a temporary position that could become permanent for the right candidate, and it starts immediately.
The ideal candidate will be very organized, have knowledge and understanding of Microsoft Office, and be able to perform effectively under minimal supervision. Join this fast-paced environment if you enjoy and seek a higher ed. atmosphere!
If you are passionate about learning about other cultures and supporting a student driven environment with providing exceptional customer service, and have experience working in an office environment, please respond with your resume. We will get in touch with you!
Coordinate meetings, produce and distribute meeting notes.
Provide logistical event support for Class and Affinity Group events as needed.
Monitor assigned budgets, assist in budget preparation; reconcile statements, produce financial reports, and process purchase orders, requests for payments and travel vouchers.
Respond to highly complex customer related inquiries from alumni requiring a broad understanding of the Alumni Association’s Program team’s policies and procedures. Provide explanations and instructions, triages clients and visitors. Communicate with staff across the Alumni Association and the university, and is a resource for inquiries. Inquiries may require analysis and interpretation of widely varying situations.
Coordinate volunteer and vendor acknowledgement process.
Assist in the preparation of Programming statistical history and quarterly metrics requiring research using various platforms.
Prepare reunion FileMaker Event system for new reunion cycle by creating additional fields, scripts and templates, and uploading data to the system.
Serve as frontline customer service representative for reunion registration process. Provide customer service to alumni on phone, in person or by email regarding Tech Reunions. Track VIP registrations including donors, Alumni Association Board members and the Alumni Association’s Presidents committee.
Prepare registration reports for staff and volunteers to track attendees and assist with outreach to appropriate volunteers.
Provide website and marketing support by updating content regularly.
Other duties as assigned.
High school diploma or equivalent required. Bachelor's degree preferred.
Must have 3 years’ of administrative, office or related experience.
Must be able to work in a team environment, and to work with frequent interruptions in a service-oriented environment.
Must possess strong organizational, interpersonal and communications skills; must be detailed oriented and able to work independently on some projects.
Technical proficiency with Windows environment essential, with Microsoft experience including MS Word, Excel, Outlook, PowerPoint.
Experience with Encompass from iModules, Drupal, Filemaker Pro and/or AdvanceWeb a plus.
Some evening and weekend work necessary.
Related experience in a university or non-profit setting desired.