Administrative Assistant

Position Justification

Position Information
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Position Title
Administrative Assistant

Unit Name
Office of Development & Alumni

Salary Grade
3

Number of Months
12 months

Full-time or Part-time
Full-Time

Hours per week
40

Proposed Annual Salary, Hourly Rate or One-time payment

Essential Duties

• Maintains the front office area; serves as the office receptionist responsible for greeting office guests, answering and routing calls.
• Responds to emails and general correspondence; processes incoming mail, date stamps and distributes.
• Cross trains with the Executive Director's administrative assistant.
• Responsible for filing system both physical and electronic.
• Responsible for office equipment maintenance; monitors department office supply inventory and purchases office supplies for the Office of Development and Alumni and the Career Services and Professional Development Center.
• Maintains and updates files on alumni in Raiser Edge software.
• Responsible for entering requisitions and purchase orders for the Office of Development and Alumni and the Career Services and Professional Development Center.
• Coordinates, assembles, reviews, and mails materials for various letters and mailings for the Office of Development and Alumni and the Career Services and Professional Development Center.
• Collects cash and/or checks received in person or via mail; provides receipts.
• Assists with MUWAA Board and Foundation Board meetings, projects, and correspondence as needed.
• Assists in various aspects of alumni and major events, including RSVPs, name tags, etc.
• Assists the Office of Development and Alumni and the Career Services and Professional Development Center with various aspects of special events, including Homecoming, Welty Gala, Scholarship Donor Appreciation Lunch, employer connections events, etc.
• Assists department staff with completing check request forms.
• Maintains inventory records of department equipment and furnishings for the Office of Development and Alumni and the Career Services and Professional Development Center
• Performs other reasonable duties as assigned.

Minimum Qualifications

Education & Experience:

• High school diploma or GED required; some college or technical school coursework and/or practical knowledge required
• Associates or bachelors degree preferred
• Requires more than 1 year of administrative experience in a professional office environment

Other Skills & Abilities:

• High level of customer service skills
• Proficient with Microsoft Office Suite
• Must be well organized and detail oriented
• Ability to respect confidential information

Physical Demands:The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

While performing the duties of this job, the employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to climb or balance; stoop, kneel, crouch or crawl; and lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision.

Work environment is general office conditions with moderate noise.

Job Description Summary

The Administrative Assistant provides high-level administrative and operational support to the Office of Development and Alumni. This role is essential in ensuring the smooth functioning of the office by managing daily operations, coordinating events, maintaining donor and alumni records, and supporting communication efforts. The ideal candidate is detail-oriented, proactive, and committed to fostering strong relationships with alumni, donors, and campus partners.

Hours of Availability

Background Check Statement

Prior to hiring, the final candidate(s) must successfully pass a pre-employment background investigation. A prior conviction reported as a result of the background investigation DOES NOT automatically disqualify a candidate from consideration for this position. However, failure to disclose may disqualify a candidate.

Requisition Detail Information

Requisition Number
FY20721NF

Open Date
01/20/2026

Will this job have a specific close date?
No

Close Date

Special Instructions to Applicants