Administrative Assistant, Alumni & Family Engagement

Provide a full range of administrative assistant duties and responsibilities. Support the day-to-day operations of Alumni & Family Engagement by providing the technical and organizational skills needed to coordinate office operations within a fast-paced environment that requires a high degree of attention to detail and confidentiality.

ESSENTIAL JOB FUNCTIONS

Manages complex calendars and schedules meetings for the AFE team, ensuring all participants are prepared with necessary materials.

Coordinates all physical and logistical requirements for on-campus and local AFE events, including room reservations, catering menus, and equipment setup; this excludes the primary coordination of Denison's signature weekends, though the position provides vital on-site support during these peak times.

Creates interior signage, and event tickets using Canva to support departmental branding and hospitality.

Verifies and approves member requests for the University's family Facebook page and LinkedIn page by confirming constituent status within Raiser's Edge NXT.

Processes invoices and reconciles expense reports for the AFE team using Workday to ensure accurate financial tracking.

Supports the AFE team with travel arrangements and the preparation of travel itineraries as needed.

Gathers and organizes promotional "swag" inventory, which includes retrieving items from storage areas and managing distribution for various engagement initiatives.

Produces virtual meetings and webinars via Zoom and Google Meet, managing technical aspects such as speaker spotlights, breakout rooms, and attendee troubleshooting.

Mentors student workers by assigning daily tasks, monitoring workflow, and teaching professional administrative skills as the primary backup to the Office Administrator.

Tracks project milestones and team deliverables using Monday.com to ensure the office remains synchronized and meets deadlines.

Anticipates and resolves administrative problems using initiative, flexibility, creativity, and a teamwork approach.

Works independently and embraces inter-departmental collaboration to achieve departmental goals.

QUALIFICATIONS

Required

High school graduate or equivalent and a minimum of two to three years of relevant administrative assistant experience.

Must demonstrate excellent interpersonal and written communication skills.

Proficiency in Google Suite, Canva, Workday, and Zoom.

Must demonstrate an ability to work in a fast-paced environment and balance multiple projects at once while maintaining a focus on meeting deadlines and proofreading for accuracy.

Must be able to maintain highly confidential information in a professional and discreet manner.

Ability to work cooperatively with staff, faculty, students, and others in an environment which celebrates diversity.

Physical ability to lift up to 25 lbs of event materials and reach for items stored overhead.

Willingness to work evening and weekend hours as needed for Family Weekend, Big Red Weekend: Homecoming, Senior Send-Off, Reunion Weekend and any additional university events and functions.

Preferred

Previous experience with Raiser's Edge NXT or similar database management systems.

Experience with project management platforms, specifically Monday.com.