Engagement Assistant 

Position Summary: The Engagement Assistant provides structured, systematic and comprehensive support services to aid in the success of the Advancement Office and the constituent engagement team in particular.  The position requires an ability to work independently with limited supervision and as part of a team. The Engagement Assistant performs a wide range of complex secretarial, clerical, constituent relations, and receptionist duties. The Engagement Assistant must have strong written and verbal communication, administrative, and organization skills, the ability to handle confidential information with discretion, be adaptable to various demands, and demonstrate the highest level of customer service and response.  

Essential Functions 

• Support and assist the Advancement Office with a variety of administrative tasks including preparation of a full range of correspondence, invoices, internal documents and forms from rough draft, transcription or dictated notes  

• Assist in preparing and monitoring multi-media communication strategies including electronic newsletters, email campaigns, print mailings, and media releases 

• Process financial transactions and reconcile expenses and resource allocations

• Provide support through all stages of the event planning and implementation process for campus-wide events such as Community Day, Family Day, Homecoming, and Interfaith Youth Mix as well as for off-campus events

• Oversee student worker assignments and weekly schedules

• Serve as receptionist for constituent engagement team and be responsible for monitoring phone, voicemail, and email accounts

• Demonstrate knowledge of the department database and operational structure.  Apply understanding of the strategic goals, organization practices, and critical policies and regulations that impact the college

• Organize and maintain department files (including confidential files); periodically update and review reference material and manuals

• Greet and assist donors, board members, executive staff, students and campus visitors

• Evaluate incoming mail, correspondence and inquiries

Required Qualifications:

• Experience with Windows, Microsoft Office (Outlook, Word, Excel, and PowerPoint) 

• Ability to multi-task and meet deadlines

• Excellent written and verbal communication

• Attention to detail and accuracy

• Superb organizational skills

• Ability to work with confidential information

• Outgoing and possess ability to engage individuals in conversation

• Ability to work weekends and evenings as needed

• Ability to be flexible and work efficiently in a rapidly changing environment 

• Excellent organizational skills

• Associates Degree or 3-5 years of work experience in a professional office context

Preferred Qualifications

• Knowledge of the Ellucian Colleague database

• Bachelor’s Degree

Physical Requirements

• Walking

• Sitting at a desk for up to 8 hours

• Lifting up to 20 pounds

Alma College is a selective, baccalaureate liberal arts college committed to academic excellence and development of responsible leaders.