Administrative Assistant to Foundation and Alumni Affairs

Provides administrative support, coordination, and assistance in the planning, development, implementation, and management for advancement departmental activities and projects of the Foundation and Alumni Affairs.

Duties

1. Screens telephone calls, incoming mail, and visitors. Initiates, composes, and types a variety of internal and external correspondence and memos as needed within delegated authority.
2. Coordinates and supports department and program budget activities in collaboration with Business Affairs and Accounting, including assisting with Foundation account administration and reconciliation processes. Monitors financial transactions, prepares financial reports and reconciliations, and assists with budget documentation, revisions, and related submissions.
3. Maintains confidential files and records of division information. Collects, compiles, and prepares materials, statistics, and documents for department planning, historical alumni data and reporting needs. Assists in preparation of paper, electronic documents, and communications as needed. Is responsible for maintaining compliance of record retention.
4. Schedules and coordinates travel arrangements as needed.
5. Responsible for office supply and copier inventory, reports and ordering to ensure efficient operation of department.
6. Acts as liaison to both the WNMU Foundation Board of Directors and the WNMU Alumni Association Board of Directors. Coordinates and prepares all board related documents, reports, meeting minutes and correspondence for meetings, activities and events.
7. Performs a variety of tasks in support of special projects. Assists with planning and coordinating events including venue management, facility use forms, procurement and logistics.
8. Record and process forms related to gifts made in person and online including special appeals, crowd funding, and event or activity specific fundraising.
9. Generates weekly stewardship mailings including but not limited to tax receipts, acknowledgement letters, in memory/honor of notifications, and sponsorship correspondence.
10. Oversee Legacy Brick orders ensuring correct and accurate information is provided to the vendor for production. Schedules installations, maintains order records, and follow up communications with donors.
11. Provides a broad range of administrative functions including on/off campus mail pickup and delivery to appropriate departments. Participates in the process of ongoing personal and professional development. Maintains comprehensive communication among all contacts (internal and external). Models professional standards and upholds working and public behavioral image expectations and ethics.
12. Performs other duties as assigned.