Administrative Assistant Lifelong Learning

Position: Administrative Assistant for Lifelong Learning
Location: Hillsdale

Position Title: Administrative Assistant for Lifelong Learning

Posting Number: S281P

Department: Institutional Advancement - Dept

Position Type: Staff

Job Description: Job Summary Duties and responsibilities include performing all assigned tasks necessary to assist the Director of Lifelong Learning in developing and executing various events. These duties include but are not limited to: communicating with donors (from potential to major), managing the office in the supervisor's absence, registering guests for events and processing payments, compiling event materials, assisting at various events, and maintaining event /donor records.

Essential Job Functions

Manage the office in the Director's absence. This involves a great deal of decision-making.

Assist with all programming aspects for Hillsdale Hostels, Freedom Forums, Somers Seminars, and Gift & Estate Planning Symposiums.

Assist with miscellaneous other events as needed.

Manage event records in CRM .

Assist with research of potential event venues and excursion sites.

Answer telephone - toll-free line, direct line, and Director's (when absent).

Interact with donors/potential donors, and effectively answer questions.

Process event payments.

Coordinate attendee information with IA aide/event assistant (for proper registration and name tags).

Assist with and attend events as required, including setting up and running registration tables as needed.

Reconcile Master Card account.

Process daily mail.

Proofread invitations, etc.

Handle miscellaneous correspondences, travel vouchers, and miscellaneous shipping requests.

Maintain and reconcile guest lists from various events.

Coordinate shuttles and other transportation needs for program guests.

Coordinate and compile lecture materials.

Compile and arrange shipping of materials for events.

Order, compile, and distribute/ship summer Hostel 'Mad $' orders.

Maintain departmental inventory in storage building, supply closet, and paper products.

Data entry and scanning as needed.

Required Qualifications: This position requires an associate degree or an equivalent combination of education and experience sufficient to demonstrate the ability to perform the job.

Other

Skills:

Ability to manage the office during frequent absences of the Director of Lifelong Learning Seminars and the Senior Advancement Associate.

Skilled knowledge of basic computer programs (Word, Excel, Outlook).

Possess strong data entry skills, along with utilizing department specific database programs

Possess good organizational skills with the ability to multi-task.

Ability to understand and follow oral and written instructions and effectively express ideas orally and in writing.

Ability to keep calm and remain personable under pressure.

Ability to work in a fast-paced environment with numerous deadlines.

Possess strong grammar and letter-writing skills

Possess excellent verbal communication skills.

Possess excellent interpersonal skills.

Possess sound judgment and maturity.

Physical Demands:

Physical Requirements
Ability to read, write, hear, speak, see, and communicate effectively. Ability to operate basic office equipment to include, photocopier, fax machine, adding machine, computer equipment, and the like. The position is largely sedentary. Occasional lifting or moving of office supplies, booklets, etc. is necessary.

Personal CharacteristicsThe Lifelong Learning Office interacts with College faculty, staff, and a variety of individuals. A clean and neat appearance and a pleasant relationship that is supportive of the College's mission are essential. This relationship needs to be pleasant, supportive, and professional while maintaining confidentiality as needed.

Code of Commitment
Be a good representative of Hillsdale College to promote the liberal arts, the College's original Articles of Association, and operating principles stated in the Staff Code of Commitment. The Mission Statement should be considered in all aspects of the position. The teaching of Christian faith shall remain a conspicuous aim of the College.

Open Date: 06/03/2026

Open Until Filled: No

Supplemental Questions:

Required fields are indicated with an asterisk ( ).

Documents Needed To Apply (Required Documents & Optional Documents):
Required Documents

Resume

Cover Letter

Optional Documents

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