Administrative Assistant II, Alumni Relations and Engagement/ University Advancement

OFFICIAL TITLE:

Administrative Assistant II, Alumni Relations and Engagement/University Advancement

SUPERVISION RECEIVED:

Executive Director of Development and Alumni Relations

SUPERVISION EXERCISED:

May supervise student workers

General Statement of Duties:

The Administrative Assistant II serves as a front-line representative for University Advancement and provides administrative and operational support to the Advancement division. The position supports the Executive Director of Development and Alumni Relations and provides administrative assistance to Advancement staff in support of alumni engagement, communications, events, and office operations.

The incumbent serves as a primary point of contact for internal and external constituents and is responsible for coordinating administrative activities, maintaining records and calendars, assisting with event logistics, preparing correspondence and materials, and supporting the daily operations of the division. The position requires strong organizational skills, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced office environment.

Responsibilities:

(E) = Essential

1. (E) Serves as a primary point of contact for University Advancement, including alumni events, meetings, committees, and general office inquiries; answers phones, greets visitors, and provides information and assistance to internal and external constituents.
2. (E) Provides administrative support to the Executive Director of Development and Alumni Relations, including calendar management, scheduling meetings, preparing correspondence and materials, coordinating travel arrangements, and managing office communications.
3. (E) Provides administrative support to Advancement staff, including the Director of Communications, Annual Giving and Donor Relations, and the Associate Director of Alumni Relations and Engagement.
4. (E) Assists with the coordination and logistical support of alumni and university advancement events and meetings, including scheduling, room reservations, vendor coordination, invitations, registrations, requisitions, purchase orders, and on-site event support.
5. (E) Provides administrative support for alumni committees and volunteer groups, including the Alumni Association Advisory Board and the Athletic Hall of Fame Committee.
6. (E) Maintains alumni engagement programs and related records, communications, and correspondence.
7. (E) Assists with stewardship-related activities, including condolence outreach, donor acknowledgements, and coordination of related communications.
8. (E) Coordinates student worker assignments and provides basic operational guidance and training as needed.
9. (E) Maintains alumni and advancement event calendars, online registration systems, and related records.
10. (E) Assists in preparing and distributing communications, including email communications, class notes, event materials, and other alumni-related correspondence.
11. (E) Serves as liaison with Advancement Services staff to maintain accurate alumni and donor records.
12. (E) Tracks office supply inventory and assists with purchasing and office budget-related processes.
13. (E) Provides general office support, including mail distribution, filing, document preparation, and coordination of office operations.
14. (E) Demonstrates professionalism, discretion, tact, and sound judgment when working with alumni, donors, students, faculty, staff, and university leadership.
15. (E) Evening and/or weekend hours may be required for events and meetings.
16. (E) Demonstrates civility and professional, customer service-oriented behavior.
17. (E) Responsible for contributing to the WSU Strategic Plan and Equal Opportunity/Affirmative Action objectives.
18. (E) Performs other duties as assigned within the Administrative Assistant classification.