Administrative Assistant

Responsibilities

• Maintains the front office area; serves as the office receptionist responsible for greeting office guests, answering and routing calls.
• Responds to emails and general correspondence; processes incoming mail, date‑stamps and distributes.
• Cross‑trains with the Executive Director’s administrative assistant.
• Responsible for the filing system both physical and electronic.
• Responsible for office equipment maintenance; monitors department office‑supply inventory and purchases office supplies for the Office of Development and Alumni and the Career Services and Professional Development Center.
• Maintains and updates files on alumni in Raiser Edge software.
• Responsible for entering requisitions and purchase orders for the Office of Development and Alumni and the Career Services and Professional Development Center.
• Coordinates, assembles, reviews, and mails materials for various letters and mailings for the Office of Development and Alumni and the Career Services and Professional Development Center.
• Collects cash and/or checks received in person or via mail; provides receipts.
• Assists with MUWAA Board and Foundation Board meetings, projects, and correspondence as needed.
• Assists in various aspects of alumni and major events, including RSVPs, name tags, etc.
• Assists the Office of Development and Alumni and the Career Services and Professional Development Center with various aspects of special events, including Homecoming, Welty Gala, Scholarship Donor Appreciation Lunch, employer‑connections events, etc.
• Assists department staff with completing check request forms.
• Maintains inventory records of department equipment and furnishings for the Office of Development and Alumni and the Career Services and Professional Development Center.
• Performs other reasonable duties as assigned.

• High school diploma or GED required; some college or technical‑school coursework and/or practical knowledge required.
• Requires more than 1 year of administrative experience in a professional office environment.

• High level of customer‑service skills.
• Proficient with Microsoft Office Suite.
• Must be well organized and detail‑oriented.
• Ability to respect confidential information.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel;

reach with hands and arms; and talk or hear. The employee is occasionally required to climb or balance; stoop, kneel, crouch or crawl; and lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision. Work environment is general office conditions with moderate noise.

The Administrative Assistant provides high‑level administrative and operational support to the Office of Development and Alumni. This role is essential in ensuring the smooth functioning of the office by managing daily operations, coordinating events, maintaining donor and alumni records, and supporting communication efforts. The ideal candidate is detail‑oriented, proactive, and committed to fostering strong relationships with alumni, donors, and campus partners.