Reporting to the Senior Associate Director of Alumnae Engagement the Administrative Assistant is responsible for providing administrative, event and communications support to the Alumnae Relations Office. The Administrative Assistant also receives visitors and callers to the Alumnae Relations Office.
Reports to Title
Senior Associate Director of Alumnae Engagement
Full or Part Time
Number Of Months
Monday – Friday, 9AM to 5PM
Essential Duties Summary
- Provide customer service to callers and visitors to the Alumnae Relations Office. This includes but is not limited to answering and directing phone inquiries, responding to emails, creating Alumnae ID cards, assisting alumnae who use the computers, providing assistance to users of the online Alumnae Network, and helping prepare for department, class, and alumnae meetings.
- Provide administrative support at daytime and evening alumnae committee meetings. This includes but is not limited to scheduling meetings, taking minutes, ordering and picking-up catering, and room set-up logistics.
- Provide event assistance to the Alumnae Relations team including coordinating electronic and print invitations, tracking and managing registrations, distributing attendance reports, creating name tags, submitting room requests, placing catering orders, on site event assistance, and other logistical event components.
- Provide communications assistance to the Alumnae Relations team including updating the department website, updating and maintaining the Alumnae Association of Barnard College website, assisting online community members with their accounts, creating and coordinating e-communications, compiling and editing class notes for the Barnard Magazine, and coordinating mailings for print communications as directed.
- Respond promptly to alumnae inquiries and demonstrate proactive communication. Position requires continual cooperative contact with alumnae (including frequent interaction with high-level donors and active volunteers, and intermittent contact with Trustees), faculty, colleagues in Development and Alumnae Relations and across the College, as well as colleagues at peer institutions.
- Perform other duties and work on other related office projects as assigned. This includes working collaboratively with the Development and Alumnae Relations staff as well as other College departments as appropriate and required.
This position acts under direct supervision while performing routine work following standard practices or policies. She/he will have frequent contact with alumnae of the College and the officers and leadership of the Alumnae Association of Barnard College (AABC).
Barnard College is an Equal Opportunity Employer. Barnard does not discriminate due to race, color, creed, religion, sex, sexual orientation, gender and/or gender identity or expression, marital or parental status, national origin, ethnicity, citizenship status, veteran or military status, age, disability, or any other legally protected basis, and to the extent permitted by law. Qualified candidates of diverse ethnic and racial backgrounds are encouraged to apply for vacant positions at all levels.
Knowledge Skills and Abilities
- Excellent customer service, verbal and written communications skills
- Ability to multitask
- Ability to adhere strictly to rules regarding confidential information
- Ability to deal with the public with diplomacy and tact
- Ability to work both independently and collaboratively within a team environment
- Working knowledge of basic office organization and procedures
- Excellent computer skills, including word processing, spreadsheets, database programs, and web/internet/social media
- Bachelor's degree and one to three years of equivalent experience; preferably in a field related to alumni relations or with a nonprofit or volunteer organization
- Willingness to work outside of standard business hours, including nights and weekends as needed
- Ability to lift items weighing as much as 25 lbs., to walk, stand or sit for prolonged periods of time, and to perform customary office tasks such as sitting, walking, standing, computing, and answering telephone for moderate to prolonged periods of time combined with light to moderate reaching, bending and lifting
Minimum Education Required
How To Apply