Administrative Assistant Lifelong Learning

Administrative Assistant for Lifelong Learning About this position

Position Title: Administrative Assistant for Lifelong Learning

Posting Number: S281P

Department: Institutional Advancement - Dept

Position Type: Staff

Open Date: 06/03/2026

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.

• Manage the office in the Director’s absence, making decisions as needed.
• 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 correspondence, travel vouchers, and 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.

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

• 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).
• Strong data entry skills and proficiency with department‑specific database programs.
• Excellent organizational skills with the ability to multi‑task.
• Ability to understand and follow oral and written instructions and to express ideas orally and in writing.
• Ability to stay calm and personable under pressure.
• Ability to work in a fast‑paced environment with numerous deadlines.
• Strong grammar and letter‑writing skills.
• Excellent verbal communication skills.
• Excellent interpersonal skills.
• Sound judgment and maturity.

Ability to read, write, hear, speak, see, and communicate effectively. Operate basic office equipment such as 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.

The 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 must be professional while maintaining confidentiality as needed.

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.