Alumni Engagement Special Project Assistant

Millersville University; Millersville (Lancaster County); On-site; USD 10,000 - 15,000; Part time

Job summary

Millersville University is seeking a motivated Alumni Engagement Special Project Assistant to support archival digitization and alumni office operations. This student worker role involves scanning, organizing, and digitally archiving selected alumni records and memorabilia, while maintaining metadata standards.

You will provide front-line office support, data updates, event prep, and assist with social media content.

Qualifications

• Must be currently enrolled as a student at Millersville University.
• Strong attention to detail, accuracy, and organizational skills.
• Comfort working with computers, scanners, and digital storage platforms.
• Ability to handle sensitive information with confidentiality and professionalism.
• Excellent communication and interpersonal skills.
• Ability to work independently and take initiative while also functioning collaboratively in an office environment.

Responsibilities

• Digitize archival materials including photographs, alumni publications, documents, and event memorabilia using designated scanning equipment.
• Organize and catalog digital files following established naming conventions and metadata standards.
• Review and verify scanned materials for accuracy, clarity, and completeness; rescan items as needed.
• Create a searchable digital archive that can be accessed by the Alumni Engagement Office and University Advancement.
• Handle fragile or historical items carefully and follow preservation best practices when working with physical materials.
• Provide front-line customer service, greeting alumni, students, faculty, staff, and visitors to the Alumni Office.
• Answer phones and respond to basic email inquiries or route them appropriately.
• Assist with alumni data updates, including processing address changes, class notes, and contact updates.
• Support event preparation tasks, such as assembling materials, stuffing envelopes, preparing signage, and organizing supplies.
• Help maintain office organization, including filing, inventory management, and workspace upkeep.
• Assist with social media or digital content, such as organizing photos, proofreading copy, or gathering alumni stories.

Skills

Attention to detail

Organizational skills

Communication skills

Independent work

Education

Enrollment at Millersville University

Tools

Microsoft Office Suite

Adobe products

Content management systems

Job description

Alumni Engagement Special Project Assistant

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.

Position Information

Requisition Number

Requisition Number Stu619P

Position Type

Student Worker

Department

Department of Student Workers

Job Title

Alumni Engagement Special Project Assistant

Classification

Student Worker

Pay Rate

$9.00

Position Summary Information

Hours per week 20

Days Worked

Varied

Hours/Shift worked

Varied

Job Summary/Basic Function

Archival Digitization Project (Primary Assignment)

• Scan, organize, and digitally archive selected alumni records, photographs, historical documents, and memorabilia.


• Maintain accuracy and consistency in digital file naming, metadata tagging, and storage.


• Assist in creating an accessible digital catalog for internal use.


• Ensure proper handling of sensitive or fragile materials.

Alumni Office Operational Support

• Provide general office support including answering phones, responding to routine inquiries, and greeting visitors.


• Assist with data entry, record updates, and organization of alumni information.


• Support event preparation tasks, including material organization, signage, and communications.

Required Qualifications

Must be a currently enrolled as a student at Millersville University.

Strong attention to detail, accuracy, and organizational skills.

Comfort working with computers, scanners, and digital storage platforms.

Ability to handle sensitive information with confidentiality and professionalism.

Excellent communication and interpersonal skills.

Ability to work independently and take initiative while also functioning collaboratively in an office environment.

Preferred Qualifications

Experience with digital archiving, scanning, or metadata systems.

Familiarity with Microsoft Office Suite, Adobe products, or content management systems.

Interest in alumni relations, higher education administration, history, or archival work.

Job Duties

Primary Duties — Archival Digitization Project

• Digitize archival materials including photographs, alumni publications, documents, and event memorabilia using designated scanning equipment.


• Organize and catalog digital files following established naming conventions and metadata standards.


• Review and verify scanned materials for accuracy, clarity, and completeness; rescan items as needed.


• Create a searchable digital archive that can be accessed by the Alumni Engagement Office and University Advancement.


• Handle fragile or historical items carefully and follow preservation best practices when working with physical materials.

Secondary Duties — Alumni Office Support

• Provide front-line customer service, greeting alumni, students, faculty, staff, and visitors to the Alumni Office.


• Answer phones and respond to basic email inquiries or route them appropriately.


• Assist with alumni data updates, including processing address changes, class notes, and contact updates.


• Support event preparation, such as assembling materials, stuffing envelopes, preparing signage, and organizing supplies.


• Help maintain office organization, including filing, inventory management, and workspace upkeep.


• Assist with social media or digital content, such as organizing photos, proofreading copy, or gathering alumni stories (if assigned).