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Administrative Assistant, Alumni Engagement

Job Details

The Administrative Assistant provides a wide range of administrative support and assists with day-to-day operations for the Alumni Engagement Office. This position supports members of the Alumni Engagement team with correspondence, reports, data entry, volunteer management, and the Alumni Association Board of Directors. This position is responsible for tracking and reconciling the budget and overseeing the hiring and management of student employees. The Administrative Assistant communicates with Alumni Board members, alumni, donors, volunteers, parents and members of the campus community including faculty, staff, student and vendors.

Primary Job Duties

  1. General Office Duties: Provide administrative support and perform general office duties to ensure efficient office operations. Answer and direct calls to appropriate personnel, schedule appointments, respond to emails (including oversight of ). Act as the frontline point of contact in the Office of Alumni Engagement. Oversee the hiring and management of student employees.
  2. Executive Director Support: Support the Executive Director through coordination of their calendar, travel arrangements, expense reports, correspondence and reports. Ensures that deadlines are met and adapts to changing priorities. Database savvy, knowledge of Blackbaud Raiser’s Edge preferred.
  3. Manage Accounts and Bookkeeping: Manage payments to vendors and suppliers, assign charges to appropriate accounts and prepare check requests.
  4. Alumni Board & Volunteer Support: Responsible for coordinating logistics for board meetings (arranging overnight accommodations, meals, transportation, on-campus room setup and catering). Maintain contact lists, produce and distribute correspondences, and assist in the preparation of reports.
  5. Event Support: Provide support for Alumni Engagement events throughout the year including but not limited to Reunion, Homecoming, Celebration Weekend, regional events, virtual events and other on-campus events.

Qualifications and Competencies

This position requires great accuracy and attention to detail along with the ability to prioritize and manage multiple projects simultaneously and meet multiple deadlines. Flexibility to adapt to changing priorities quickly and a high level of confidentiality. Strong interpersonal and communications skills are necessary to deal with the demands of a diverse alumni constituency. Daily organization and prioritization of workload.

To be successful, the Administrative Assistant must:
  • Handle questions, inquiries and problems on a case-by-case basis with tact and discretion.
  • Be database savvy, pulling reports, and effectively documenting work in database.
  • Coordinate many details simultaneously – “multi-task”.
  • Complete tasks with the highest level of accuracy.
  • Possess strong organizational skills.
  • Possess effective communication skills.
  • Commit to after-hours and weekend work as required for various events and programs.
This position requires someone with positive working relationship with varied representatives from other departments across campus. The Administrative Assistant frequently requires phone, email and personal interactions with alumni, parents, friends of the College, Alumni Board members and vendors.

Education : 2-year or 4-year degree

Experience : 3+ years of office and administrative responsibilities including bookkeeping and Microsoft products.

The Administrative Assistant must have the ability to successfully handle multiple tasks simultaneously, ability to work independently; to maintain a high-level of confidentially; ability to work well in a fast paced, deadline-driven and team-oriented environment. It is expected that this individual will present themselves professionally when representing Skidmore at events on and off-campus. Additionally, this position requires periodic overtime, on nights and weekends.

Pay range: $23.76 - $26.00 per hour

Required documents needed to apply:
  • On-line application
  • Cover Letter
  • Resume
  • List of Three References

Skidmore College is committed to being an inclusive campus community and, as an Equal Opportunity Employer, does not discriminate in its hiring or employment practices on the basis of race, color, creed, religion, gender, age, national or ethnic origin, physical or mental disability, military or veteran status, marital status, sex, sexual orientation, gender identity or expression, genetic information, predisposition or carrier status, domestic violence victim status, familial status, dating violence, or stalking, or any other category protected by applicable federal, state or local laws.

Employment at Skidmore College is contingent upon an acceptable background check result.



Skidmore College

Skidmore College is a highly ranked, liberal arts college in Saratoga Springs, New York, where Creative Thought Matters. 

We're a four-year private, nonsectarian, coeducational school that invites 2,700 undergraduate students to engage in 44 majors, 19 varsity athletics teams, and more than 100 student clubs. They also benefit from award-winning dining and residential halls and lifelong connections with some of the smartest and most dedicated and passionate faculty in the industry.

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