Administrative Assistant for Alumni Relations

• Providing assistance in managing the office workflow and procedures (i.e., purchasing materials and supplies for office and events, processing expense reports, managing student employees)
• Greeting visitors to the Office of Alumni Relations and interacting with alumni via phone, email and in person.
• Assisting in the preparation of standard and special reports.
• Preparing correspondences.
• Providing project support (i.e., Event support – Homecoming, Reunion)
• Maintaining and reconciling account and budget records.
• Managing and auditing key data projects.
• Organizing, leading, and arranging volunteer conference weekends.
• Partnering in reunion registration and welcome center organization.
• Screening telephone calls and handles inquiries.
• Maintaining office calendars and arranging meetings involving other College offices.
• Handling travel logistics (i.e., blocking hotel rooms)

Pay and Benefits:

• Hourly range for this position is expected to be: Minimum $20.00 – Maximum $25.00/ per hour.
• A variety of health insurance plans
• Life insurance, disability insurance, and a generous retirement plan
• Paid time off – Vacation, Personal, and Holidays
• Paid parental leave
• Access to many of the College’s facilities including the gym and pool
• And more: https://www.bowdoin.edu/hr/benefits-perks/index.html

• High school diploma or GED equivalent or equivalent combination of education and experience.
• Organizational Skills: Excellent organizational skills, including the ability to prioritize work, manage multiple tasks simultaneously, and meet deadlines.
• Communication Skills: Strong written and verbal communication skills. Ability to produce clear and concise reports, correspondences, and emails.
• Computer Proficiency: Proficient in using computer software including MS Office Suite (Word, Excel, PowerPoint), database management systems, and email platforms.
• Customer Service: Excellent interpersonal skills with the ability to build and maintain relationships with alumni, donors, staff, and other stakeholders.
• Event Planning Support: Skills in scheduling and managing calendar invitations.
• Problem-solving: Ability to identify issues, generate solutions and make sound decisions.
• Detail-oriented: High level of attention to detail in order to ensure accuracy of records, correspondence, and other documents.
• Adaptability: Ability to work in a dynamic environment, adapting to changes and managing multiple priorities.
• Teamwork: Ability to work collaboratively within a team and contribute positively to the team’s operations and working environment.
• Discretion: Ability to handle sensitive information with integrity and confidentiality

Preferred:

• Associates and/or Bachelors degree

• At least two to four years in a professional office environment, supporting multiple people.
• Understanding of Higher Education Environment: Knowledge of the workings of a small liberal arts college and its key stakeholders (students, faculty, staff, alumni, and community).
• Database Management: Familiarity with managing and maintaining databases, with a particular emphasis on alumni relations databases.
• Office Administration: Knowledge of administrative and clerical procedures and systems such as email communications, budgets, expense reporting, managing records, and general event support.

Preferred:

• Experience at, and knowledge of, Bowdoin College.

• This position is full-time, year round (0.94 FTE – 37.5 hours/week ) working Monday through Friday, 8:30 am to 5:00, with occasional nights and weekends.
• Required weekends: Reunion Weekend, Homecoming Weekend, Fall Volunteer Conference , Spring Volunteer Conference.
• The anticipated start date the for candidate selected will be on or after January 8, 2024.