Administrative Secretary

Saginaw Valley State University; Lexington (MA); On-site; USD 24,000 - 34,000; Part time

Job summary

Saginaw Valley State University is seeking an Administrative Secretary to provide administrative and clerical support to the Executive Director of Alumni Relations. You will be the first point of contact in the department, handling reception duties and inquiries with professionalism.

The role involves managing event logistics, database maintenance, and supervision of student workers, while coordinating communications and office operations in a dynamic campus setting.

Qualifications

• Three years of clerical experience, preferably in higher education.
• Excellent spelling, grammar, punctuation, and proofreading skills.
• Knowledge of basic bookkeeping or accounting principles.
• Proficiency with Excel, Word, databases, and Office 365; ability to learn specialized software.

Responsibilities

• Schedule rooms/facilities, track RSVPs, and order supplies for events.
• Update the alumni database and respond to inquiries.
• Verify users and process data in SVSU Connect.
• Monitor department emails and respond to information requests.
• Print alumni membership cards and distribute spirit items.
• Supervise student employees and coordinate orientation.
• Organize storage, supplies, and student work rooms.
• Perform other duties as assigned.

Skills

Excel

Word

Office 365

Database software

Communication

Teamwork

Customer service

Education

High school diploma

Tools

Blackbaud Raiser's Edge

Job description

Job Title:

Administrative Secretary

Full- or Part-Time:

Part time

Exempt or Non-Exempt:

No

Hourly Rate:

21.10 USD Hourly

Department:

Alumni Relations (PM)

Job Description:

JOB SUMMARY:

The Administrative Secretary will provide administrative and clerical support to the Executive Director of Alumni Relations. The Administrative Secretary will be the “first point of contact” in the department from a personal reception and telephone reception perspective.

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Provide a range of administrative support (i.e., scheduling rooms/facilities, tracking RSVPs, ordering supplies/apparel/giveaways) for office programming and attend signature alumni events, i.e., Commencement, Senior Toast, Homecoming, and others.
• Update the alumni database in Blackbaud Raiser’s Edge and respond to requests for inquiries.
• Verify users and process data in the SVSU Connect platform.
• Monitor department email accounts and respond accordingly to requests for information, etc.
• Provide information, print alumni membership cards, and distribute spirit items to alumni visitors.
• Assist with processing and notification of Legacy Scholarship recipients and generate reports of legacy student numbers for alumni office staff.
• Process voucher refunds and order forms for Cardinal License Plates.
• Coordinate telephone communications that originate through the department’s main contact numbers at the reception desk; respond to voicemails that are left on these phone lines.
• Provide clerical support for the Alumni Board of Directors.
• Supervise general office student employees, including reviewing, recording, and approving student hours on Ultratime. Coordinate orientation program for new student employees.
• Organize storage, supplies, and student work rooms.
• Other duties, as assigned.

SUPERVISION RECEIVED:

Direct supervision received from the Executive Director of Alumni Relations. Additional work assignments, direction, and guidance may be provided by the administrative staff.

SUPERVISION EXERCISED:

Assist with the training and supervision of general office student employees.

MINIMUM EXPERIENCE AND QUALIFICATIONS:

• High School Diploma or equivalent, and additional education, training, or certification in a related field.
• Three years of job-related clerical experience, preferably in higher education, including excellent spelling, grammar, punctuation, and proofreading skills basic math skills, and oral and written communication skills.
• Knowledge of basic bookkeeping or accounting principles.
• Personal computer proficiency, including Excel, Word, database programs, Office 365, and others. The ability to learn specialized software programs, including web development.
• Ability to work cooperatively and communicate professionally with faculty, staff, students, and the general public.
• Experience and ability to positively interact with allmembers of the campus community.
• Ability to work independently with minimal supervision and accept direction from multiple and diverse staff/faculty members.
• Ability to organize, prioritize, and expedite workload, working under occasional time pressure.
• Ability to occasionally handle differing, non-routine work situations and problems by exercising independent judgment and initiative.
• Ability to maintain confidentiality of files and records.
• Ability to learn technical/discipline-specific terminology.
• Ability to perform the essential duties of the position with or without accommodation.

WORKING CONDITIONS:

• Duties are generally performed on-campus, inside and not exposed to adverse conditions. May include evenings and weekends.

Applicants must be legally authorized to work in the United States at the time of hire and throughout their employment. The university does not provide employment visa sponsorship now or in the future for this job classification. Since SVSU does not participate in E-Verify, candidates for employment are not eligible for STEM OPT extensions.

The above reflects the general details considered necessary to describe the essential functions of the job, and shall not be construed as an exhaustive statement of duties, responsibilities, or requirements that may be inherent in the job. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision. The use of a particular expression or illustration describing duties shall not be held to exclude other duties not mentioned that are of similar kind or level of difficulty.

About SVSU:

Saginaw Valley State University is a comprehensive university with more than 100 programs of study for its roughly 7,000 students. Located on a suburban campus in Michigan’s Great Lakes Bay Region, SVSU is committed to a supportive and empowering environment for students, faculty and staff. SVSU has been named a “Great College to Work For” on nine separate occasions.

SVSU emphasizes undergraduate teaching and learning, and community-based research. SVSU has twice earned the Community Engagement classification from the Carnegie Foundation for the Advancement of Teaching, a distinction achieved by only 7 percent of U.S. colleges and universities. By their senior year, 84 percent of students have engaged with community employers and agencies in internships, field placements or some other component of their academic preparation.

SVSU is establishing itself as a leader in STEAM education for the Great Lakes Bay Region, partnering with businesses, foundations and school districts to improve students’ performance in math, science and the arts at the middle school, high school and university levels. SVSU is constructing the first university research facility on Lake Huron to improve public health and the economy in the Saginaw Bay watershed.

More than 70 percent of SVSU freshmen live on campus in student housing that is rated No. 2 among all public universities in the U.S. SVSU fields 21 varsity sports at the NCAA Division II level. The average class size is 23 students. For more information, please visit our website, http://www.svsu.edu.