Administrative Assistant

Overview:
**Term: 1 year.**

The Administrative Assistant is responsible for providing overall administrative assistance for the Director and operational duties for the Alumni Relations (AR) team that contributes to team success. It is the responsibility of the Assistant to work predominantly with the Director as a key contact for all internal and external partners. The position carries out a wide variety of activities and ensures that the unit operates in an efficient and professional manner. The primary functions are outstanding customer service that fosters and strengthens relationships between alumni, friends, volunteers and the University along with confidential support and project coordination towards priorities of the Director.

**Responsibilities**:
Administrative support to the Director, Alumni Relations
- Provides support to the Director through detailed management of their calendar; organizing meetings on and off-campus and managing schedules, invitations and the RSVP process
- Taking the initiative with the planning and execution of meetings; by drafting agendas, preparing handouts and reports, assisting with electronic presentation notes, taking minutes and producing meeting notes, handling responses and attending to special requests
- Facilitating use of and access to online meeting and conference call software
- Maintaining contact lists for alumni professionals across campus
- Creates briefing notes for all external alumni meetings, ensuring quality, accuracy and input of all to Raiser’s Edge so information is current and relevant
- Researches and prepares letters and other correspondence (including condolence and congratulatory letters), including mail merges using complex data
- Interacts with the Office of the President, Provost, VP Advancement, other administrators and key external and internal stakeholders to relay information, seek advice, and engage parties in meetings
- Interacts with key senior volunteers (including Alumni Council) to arrange meetings; gather information; facilitate visits; prepare materials reports and presentations. This often requires the coordination of several individual’s calendars in several geographic locations
- Performs research (through web, files, and internal databases) to garner information pertaining to alumni to assist in the preparation of reports, briefing notes, letters, agendas, call packages, training notes, and a variety of other materials; performs initial review of material to analyze, sort, resolve issues, and answer queries

Program and administrative support to the Alumni Relations team
- Represents the team in a professional manner at all times; anticipates requirements and assembles material and notes for meetings and appointments
- Responds to alumni inquiries and information requests in a timely and professional manner
- Provides a wide range of administrative support for events and activities to all team members, including; new staff requirements; shipping, menu planning, venue liaison, booking facilities, parking requirements
- Assists in maintenance of vacation, illness and leave tracking for staff
- Constituent Database: updating and imputing information in a timely manner, ensuring actions are current and accurate
- Event database: inputting and updating information in a timely manner, back up for event registration and internal complimentary ticket registration and budget transfer
- Assists with alumni team data requests through the Advancement online tracking tool including but not limited to contact updates
- Oversees inventory management of event (ie. Nametags) and other supplies for the team

Financial responsibility
- Assists the Director, Alumni Relations in overall budget management through ongoing management and reconciliation of annual program area budgets.
- Responsible for monthly budget reconciliation for Alumni Relations team, with signing authority on some project codes and distributes reports to various members of the alumni senior team
- Acts as the unit resource for querying the Financial System for specific details and liaises with various billing points on and off campus to solve invoice irregularities
- Acts as reviewer and/or prepares travel and expense claims submitted by Alumni Relations team
- Prepares invoices for advertising and sponsorship with internal and external vendors which includes assigning applicable financial accounts and correspondence
- Back-up for daily and monthly event and frame reconciliation between the Advancement and the Finance systems including the processing of refunds
- Manages the unit Purchasing Card, including reconciliation of accounts, payment of invoices, tracking of purchases and reconciliation of monthly statement

Special Projects and project coordination
- Manages alumni programs with external partners/vendors offering incentives to students, staff, faculty and alumni
- Assists Director with business operations of the Waterloo Magazine through managing the advertisin