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 Monday.com 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.
QUALIFICATIONSRequired- 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 Monday.com.
