Administrative Assistant

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.

WPI is passionate about creating an inclusive workplace that promotes and values diversity. We are looking for candidates who can support our commitment to equity, diversity, and inclusion.

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