Administrative Assistant - Office of & Alumni Relations

Job Title:

Administrative Assistant

Office of Advancement and Alumni Relations;

Reports To:

Director of Institutional Development, Grants and Alumni Relations; FLSA Status:
Non-Exempt;
Hourly Rate: $20.00/hour

Washington Adventist University (WAU) is a Christ-centered institution of higher education that supports a culture of excellence where all feel valued. Nestled in a desirable residential community in Takoma Park, Maryland, WAU offers its faculty and staff an environment where professional expertise is valued, and lasting connections between co-workers are formed as we work together to ensure the success of our students.

Regardless of the title, every employee supports WAU’s vision of producing graduates who bring moral leadership and competence to their communities.

Schedules appointments, gives information to callers, and otherwise relieves officials of clerical work, projects, administrative, and business details for the offices of Advancement and Alumni Relations by performing the following duties:

• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Raiser’s Edge database management. Inputs, corrects, and updates alumni, donor, employee, and Board information, posts donations, sends receipt letters and does reports. Documents donations using Batch and gathers data requested. Generates and sends weekly reports for Accounting re: donations.
• Helps coordinate & supervise the yearly Phonathon, Alumni Connections, and Gateway Magazine.
• Requests graduate’s information from IT/Datatel and inputs it into Raiser’s Edge software.
• Organizes work by researching, and routing correspondence; proof reads and drafts letters and documents; acts as custodian for corporate documents and records; collects and analyzes information; and initiates telecommunications.
• Maintains appointment schedules by maintaining calendar for Director of Institutional Development, Grants and Alumni Relations (IDGAR).
• Arranges meetings, conferences, conventions, teleconferences, events, and travel, for the Director of IDGAR.
• Maintains and supports Director of IDGAR by managing projects; evaluates situations and/or issues and makes recommendations as needed.
• Manages Office of Advancement & Alumni Relations, in addition to supervises student professionals.
• Maintains confidentiality of all sensitive information related to Advancement, Development, Alumni Relations and all campus entities.
• Prepares reports by collecting and analyzing information as requested by various campus academic and supportive departments.
• Completes and submits pre‑authorizations, expense authorizations, check requests, and invoices for reimbursement and other items as assigned.
• Composes, proofreads, and edits documents, records, and other materials.
• Processes timecards for student workers for Advancement & Alumni Relations.
• Provides historical reference by developing and utilizing filing and retrieval systems; and records and disseminates meeting discussions.
• Responsible for the agenda and minutes for all committees that the Director of IDGAR is the chair of.
• Assists the Director of IDGAR in the planning and execution of University events, including but not limited to:
  Visionaries Gala, Alumni Weekend, WAU Sabbath, Groundbreakings, Grand Openings, receptions, President’s lunches, Top Donor Brunch, and other events as assigned by the President. Specifically, responsible for alumni weekend registration and coordination of registration volunteers.
• Attends and serves on University Committees as requested and assigned. Liaison to faculty, staff, students, and Departments including requests for data and reports, etc.

• Receives direct supervision from the Director of Institutional Development, Grants and Alumni Relations.
• Assigns tasks to student workers, alumni, volunteers, event staff and follows through with them to make sure the tasks are accomplished correctly.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements…