JOB TITLE
Administrative Assistant
LOCATION
Worcester
DEPARTMENT NAME
Advancement Events
DIVISION NAME
Worcester Polytechnic Institute - WPI
JOB DESCRIPTION SUMMARY
The Lifetime Engagement and Communications team strengthens and grows WPI’s generous community of alumni, parents, and friends by providing meaningful engagement and giving opportunities. Reporting to the Executive Director of Lifetime Engagement and Advancement Events, the Administrative Assistant for Lifetime Engagement and Advancement Communications supports the lifetime engagement, annual giving, and communications efforts of the team and assists with donor stewardship activities. The Administrative Assistant also provides logistical and administrative support to the Alumni Association Board of Directors, including the administration of the Class Ring Program, Insurance Program, and Centennial Brick Program, as well as meeting support (scheduling, agendas, budget reports, minutes, etc.) for the Board of Directors and committees.
JOB DESCRIPTION
Responsibilities:
Supports the lifetime engagement, annual giving, and communications teams and activities:
- Recruits, hires, trains and supervises student workers for the Lifetime Engagement & Advancement Communications team.
- Manages daily operations of the office space and the team, including managing the general office email and phone inboxes, budget reporting, processing invoices, mail handling, managing the Alumni Lounge for alumni usage, and logistics for appointments, internal meetings and small events.
- Assisting with data tracking in Salesforce, such as alumni who’ve been featured in our communications, uploading completed proposals, uploading attendance lists, etc.
- Assisting with event preparations, such as nametags, collateral preparations, and on-site preparation and execution of Advancement events.
Provide logistical and administrative support to the Alumni Association Board of Directors:
- Administer the Alumni Association’s Class Ring, Insurance, and Centennial Brick programs, including working with vendors, publicizing programs, and tracking expenses and revenue.
- Manage meeting logistics for the Alumni Association Board and Committees, including scheduling, agendas, budget reports, minutes, catering, room booking, and other logistical support during and outside of meetings.
- Serve as a point of contact for the Alumni Association Board of Directors.
Assists the Donor Strategy and Stewardship team with stewardship tasks:
- Provide fundraisers with monthly birthday card lists and coordinating/sending donor gifts as needed (birthday or other); send flowers, condolence cards, and baskets as needed.
- Support the President’s Office with gifts for donors and special guests as needed.
- Assist with managing the division’s gift suite.
- Provides the starting template and information for Fund Reports that are then completed by strategy partners.
- Other duties as assigned.
Requirements:
- High School graduate or equivalent and minimum of five years related work experience required.
- Experience working with volunteers and/or boards a plus.
- Expert use of Microsoft Office software (Outlook, Word, Excel, Access, etc.).
- Excellent judgment and discretion in handling highly confidential and sensitive documents and communicating with trustees, senior administration and other University Advancement constituents.
- Exceptional organization and project management skills as well as attention to detail are essential.
- Ability to work independently, communicate effectively with internal and external constituents, and work accurately in a fast-paced environment necessary.
- Eagerness to learn new technology and flexibility to adapt to new business processes.
- Knowledge of Salesforce and/or Workday preferred.
- This position is required to be in the office full-time.
- Some evenings and weekends are required, with advanced notice. Attendance at Alumni Association Board meetings, Executive Committee meetings, and Advancement events is required.
Starting pay is $21.25 per hour. This is a full time on-site 37.5 hrs per week position. WPI’s benefits package includes a robust retirement match, wellness perks, tuition assistance and more!
FLSA STATUS
United States of America (Non-Exempt)
WPI is an Equal Opportunity Employer that actively seeks to increase the diversity of its workplace. All qualified candidates will receive consideration for employment without regard to race, color, age, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability. It seeks individuals with diverse backgrounds and experiences who will contribute to a culture of creativity, collaboration, inclusion, problem solving, innovation, high performance, and change making. It is committed to maintaining a campus environment free of harassment and discrimination.
Thank you for your interest in a career with Worcester Polytechnic Institute. You may review the status of your application on your candidate home account. Please continue to check for new openings and follow our social media links to stay up to date on what is happening at WPI.
WPI strives to provide very competitive and comprehensive benefits ranging from health insurance, retirement, tuition assistance, flexible spending accounts, work-life balance, and much more. If you want a new challenge and want to make a difference, then WPI can help you get there!
WPI is a vibrant, active, and diverse community of world-renowned faculty, extraordinary students, and dedicated staff—all committed to changing the world. At WPI, we have competitive and comprehensive benefits, including health insurance, retirement, tuition assistance, flexible spending accounts, work-life balance, and much more.
WPI is committed to creating an inclusive workplace culture where everyone feels valued and respected; a place where every student, faculty, and staff member can belong, so that they can study, live, and work comfortably, to reach their full potential, and make meaningful contributions in order to meet departmental and institutional goals. WPI thrives on innovative practice and welcomes diverse perspectives, insight, and people from diverse lived experiences, to enhance the community environment and propel the institution to the next level in a competitive, global marketplace. Please take the time to read our diversity recruitment brochure showcasing testimonials from many of our employees who come from diverse backgrounds and contribute to the vibrant and inclusive community at WPI.
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