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JOB DESCRIPTION AND POSITION REQUIREMENTS:

The Department of Materials Science and Engineering in the College of Earth and Mineral Sciences is seeking an Administrative Assistant – Senior Support to be responsible for acting as the liaison between the Materials Science and Engineering Department (MatSE) and the Alumni and Development Relations office to inform the alumni office when alumni are visiting, attending events and volunteering for the Department. 

This position will work directly with the Development and Student Services offices awarding scholarships and awards by:

• Notifying students about scholarships and awards, collecting thank you letters and tracking and mailing letters from students to donors.

• Contacting donors and informing them of who has received scholarships and awards.

• Supporting development and alumni stewardship activity including maintaining stewardship/endowment file, requiring a high level of confidentiality.

• Council staff and faculty on how to expend endowment funds based on donor guidelines.

• Monitoring account balances.

• Recording all stewardship activity in the e-steward system and attending monthly e-steward and development meetings.

The Administrative Assistant – Senior Support will also be responsible for:

• Planning, coordinating and advertising all departmental events. 

• Coordinate out-of-state conference receptions for alumni, faculty, and staff (some out-of-state events require overnight stays).

• Secure travel and lodging arrangements for incoming speakers and alumni.

• Communicate with guest speakers to collect all required paperwork, bios, abstracts, pictures, and travel preferences. 

• Submit compliance paperwork to the college and risk management for events serving alcohol and contract approvals. 

• Prepare all financial forms and provide proper budget numbers for payments for events, catering, and room rentals.

• Process requests for checks for honorariums and complete INTEM form for processing of cash awards.

• Prepare all financial reimbursement paperwork for speakers and alumni.   

• Order/purchase office supplies for administrative suite, graduate student offices, and Faculty/Staff Lounges. 

• Manage departmental calendars and conference room requests. 

• Overseeing the daily tasks of the federal work-study student as employed.

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