Administrative Support Associate

Fayetteville State University

Fayetteville, NC

ID: 7055237
Posted: January 12, 2019

Job Description

Description of primary duties and responsibilities:
Please note this position is being re-advertised. Previous applicants are still under consideration and need not apply

The primary purpose of this position is to provide a variety of administrative functions and program support for the Office of Alumni Affairs. This position will report to the Director of Alumni Affairs. The normal work schedule for this position will be Monday-Friday 8:00 am to 5:00 pm. However, due to the nature of the work and department, the employee will be required to work some evenings and weekends.

Description of Work Continued:
Constituent Relations/Support (40%)
• Reports to the Director of Alumni Affairs and works closely with unit directors.
• Serves as the ambassador for the Office of Alumni Affairs by daily answering of phone lines and greeting of alumni and friends visiting the alumni office.
• Provides administrative support for the Office of Alumni Affairs as it relates to the department’s various programs and the National Alumni Association.
• Develops rapport with alumni chapter presidents and provides continuous feedback as it relates to fundraising efforts, scholarship support, and recruitment efforts. Many of these relationships will require extensive information from Banner and related databases.
• Attend events, meetings or other gatherings that may allow an opportunity to share the services that can be provided to constituents to assist with mailings, class agent appeals, and chapter projects. (Ex: provide reports that include graduates from certain class years or spreadsheets with alumni information for chapter recruitment and participation.)
• Work closely with the development staff to develop fundraising strategies and integrate with university-wide and alumni initiatives.
• Plan and coordinate appointments, meetings and alumni conferences.
Office Administration, Budget, & Banner Management (40%)
• Daily updating of alumni records in Banner database
• Produces customized reports as requested for alumni affairs purposes.
• Creates, enters and processes requisitions, purchase orders, invoices and check requests.
• Reconciles departmental budget
• Maintain inventory and order office supplies.
• Coordinate travel arrangements for Alumni Affairs staff.
• Serve as the liaison with ITTS and Business & Finance.

Alumni Website Management & Social Networking Sites (20%)

• Maintains alumni web pages and applications enhancing functionality to meet business and security requirements.
• Researches emerging web development practices/technology and participates in long-range planning for the development of the alumni site, by evaluating new systems and methodologies.
• Design flyers, newsletters, and graphics to support web, and social media presence
• Maintains current social networking sites relevant to alumni engagement.
• Researches trends, hits, and successes of FSU’s social networking venues and explores new sites and opportunities.

Minimum Education and Experience Requirements:
High school diploma or equivalency and one year of related office experience; or equivalent combination of training and experience.

Knowledge skills and abilities:
Must be a service-oriented person
In-depth knowledge of PC experience, with MS Word, MS Excel, MS PowerPoint, Adobe, and other PC applications.
Knowledge of Banner a plus
Extensive knowledge of advanced computer systems and office equipment, including, but not limited to; phone, fax, copier, and scanner.
Database management skills and word processing abilities.
Excellent written and oral skills
Strong organizational and interpersonal skills.
Must employ an advanced ability to prioritize tasks, schedules and objectives.
Must be highly “customer service” and detail oriented with the ability to handle many details of a varying nature at the same time.
Ability to relate and communicate in a positive way to the many constituencies of the University.
Strong, collaborative and energetic individual.

Preferred Qualifications:
Completion of high school and three years of related experience; or graduation from a two-year secretarial science or business administration program with courses in secretarial techniques and practices and two years of related experience; or graduation from a four-year college or university with one year of related experience; or an equivalent combination of training and experience.


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