Administrative Assistant to Foundation and Alumni Affairs - Western New Mexico University

Position Information

Administrative Assistant to Foundation and Alumni Affairs

Staff

Full-Time

Full Time Benefitted

Foundation & Alumni Affairs

Provides administrative support, coordination, and assistance in the planning, development, implementation, and management for advancement departmental activities and projects of the Foundation and Alumni Affairs.

1. Screens telephone calls, incoming mail, and visitors. Initiates, composes, and types a variety of internal and external correspondence and memos as needed within delegated authority.
2. Manages department and program budgets in coordination with Business Affairs and Accounting as well as assists with private Foundation budget allocation and management. Interprets, monitors, and analyzes financial operations and transactions, prepares account holder reports and reconciliations. Prepares formal budget documents and oversees submission of budget revisions and adjustments.
3. Retrieves/coordinates on and off campus mail pickup, delivery and appropriate departmental dissemination.
4. Maintains confidential files and records of division information. Collects, compiles, and prepares materials, statistics, and documents for department planning, historical alumni data and reporting needs. Assists in preparation of paper, electronic documents, and communications as needed. Is responsible for maintaining compliance of record retention.
5. Schedules and coordinates travel arrangements as needed.
6. Responsible for office supply and copier inventory, reports and ordering to ensure efficient operation of department.
7. Acts as liaison to both the WNMU Foundation Board of Directors and the WNMU Alumni Association Board of Directors. Coordinates and prepares all board related documents, reports and correspondence for meetings, activities and events.
8. Performs a variety of tasks in support of special projects. Assists with planning and coordinating events including venue management, facility use forms, procurement and logistics.
9. Record and process forms related to gifts made in person and online including special appeals, crowd funding, and event or activity specific fundraising.
10. Generates weekly stewardship mailings including but not limited to tax receipts, acknowledgement letters, in memory/honor of notifications, and sponsorship correspondence.
11. Oversee Legacy Brick orders ensuring correct and accurate information is provided to the vendor for production. Schedules installations, maintains order records, and follow up communications with donors.
12. Provides a broad range of administrative functions. Participates in the process of ongoing personal and professional development. Maintains comprehensive communication among all contacts (internal and external). Models professional standards and ethics in accordance with WNMU philosophy.
13. Performs other duties as assigned.

High School Diploma or GED required with 2 years of experience in administrative, operational, or secretarial work in an executive setting. Associates degree preferred. Expertise in all Microsoft Office Suite including: Word, Excel, Access, Power Point, and Outlook. Experience in Banner preferred. Completion of a post high school program in Office Management or closely related area may substitute for 1 year of the required experience. Bilingual (Spanish) preferred.

Knowledge of applicable accrediting, licensing, regulatory requirements, standards, and reporting. Knowledge of non-profit best practices, fundraising principles and donor confidentiality. Knowledge of basic functions and operations of the divisions and University departments. Skill in the operation of a variety of office equipment and software including but not limited to computer, fax, copier, and telecommunication equipment. Skill in communicating courteously and professionally and in establishing and maintaining effective working relationships with a variety of community members, students, parents, and staff. Skill in working in an environment subject to frequent interruptions, changing priorities, and use of judgment in the release of confidential information. Skill in researching, compiling, and preparing reports and related information. Must be knowledgeable of University policies and procedures, and state and federal laws and regulations that apply to University processes. Must be sensitive to cultural differences within the University and community. Fluent in Microsoft Office Applications.

Normal office environment, may travel some within the community when needed. May be required to lift normal office equipment and materials. Visual acuity to read information from computer screens, forms and other printed materials and information. Able to speak (enunciate) clearly in conversation and general communication. Hearing ability for verbal communication/ conversation/responses via telephone, telephone systems, and face-to-face interactions. Manual dexterity for typing, writing, standing, reaching, flexibility, body movement for bending, crouching, walking, kneeling, and prolonged sitting. May be required to work additional hours or days depending on circumstances.

Silver City

$15.00 per hour

Provides administrative support, coordination, and assistance in the planning, development, implementation, and management for advancement departmental activities and projects of the Foundation and Alumni Affairs.