Administrative Assistant, Alumni - Granville - Denison University

Description

Provide a full range of administrative assistant duties and responsibilities.

Support the day-to-day operations of Alumni & Family Engagement by providing the technical and organizational skills needed to coordinate office operations within a fast-paced environment that requires a high degree of attention to detail and confidentiality.

ESSENTIAL JOB FUNCTIONS

• Manages complex calendars and schedules meetings for the AFE team, ensuring all participants are prepared with necessary materials.
• Coordinates all physical and logistical requirements for on-campus and local AFE events, including room reservations, catering menus, and equipment setup; this excludes the primary coordination of Denison's signature weekends, though the position provides vital on-site support during these peak times.
• Creates interior signage, and event tickets using Canva to support departmental branding and hospitality.
• Verifies and approves member requests for the University's family Facebook page and LinkedIn page by confirming constituent status within Raiser's Edge NXT.
• Processes invoices and reconciles expense reports for the AFE team using Workday to ensure accurate financial tracking.
• Supports the AFE team with travel arrangements and the preparation of travel itineraries as needed.
• Gathers and organizes promotional "swag" inventory, which includes retrieving items from storage areas and managing distribution for various engagement initiatives.
• Produces virtual meetings and webinars via Zoom and Google Meet, managing technical aspects such as speaker spotlights, breakout rooms, and attendee troubleshooting.
• Mentors student workers by assigning daily tasks, monitoring workflow, and teaching professional administrative skills as the primary backup to the Office Administrator.
• Tracks project milestones and team deliverables using to ensure the office remains synchronized and meets deadlines.
• Anticipates and resolves administrative problems using initiative, flexibility, creativity, and a teamwork approach.
• Works independently and embraces inter-departmental collaboration to achieve departmental goals.

QUALIFICATIONS
Required

• High school graduate or equivalent and a minimum of two to three years of relevant administrative assistant experience.
• Must demonstrate excellent interpersonal and written communication skills.
• Proficiency in Google Suite, Canva, Workday, and Zoom.
• Must demonstrate an ability to work in a fast-paced environment and balance multiple projects at once while maintaining a focus on meeting deadlines and proofreading for accuracy.
• Must be able to maintain highly confidential information in a professional and discreet manner.
• Ability to work cooperatively with staff, faculty, students, and others in an environment which celebrates diversity.
• Physical ability to lift up to 25 lbs of event materials and reach for items stored overhead.
• Willingness to work evening and weekend hours as needed for Family Weekend,

Big Red Weekend:
Homecoming, Senior Send-Off, Reunion Weekend and any additional university events and functions.
Preferred

• Previous experience with Raiser's Edge NXT or similar database management systems.
• Experience with project management platforms, specifically