Office Assistant

Macalester College; United States; On-site; USD 29,000 - 30,000; Full time

Benefits offered by this job

Health insurance

Paid holidays

Retirement plan (10%)

Job summary

Macalester College in Saint Paul, Minnesota, seeks an Office Assistant in Advancement to provide clerical, reception, and operational support. You will manage the front desk, process mail and invoices, support meetings and onboarding, and assist with donor and event activities.

This full-time onsite role (31 hours per week) requires flexibility for evenings and weekends during key events like Reunion, and you will collaborate with ITS, Facilities, HR, and division staff to keep the office

Qualifications

• Performs clerical and front-desk duties including mail, invoicing, and calendar access.
• Supports meetings, onboarding, and division-wide events.
• Proficient in Google Workspace and CRM for communications and records.

Responsibilities

• Maintains reception area and supplies.
• Manages mail, deliveries, and calendar access.
• Coordinates guest visits, parking, and RSVPs for events.
• Processes vendor invoices and subscriptions; manages resources.

Skills

Reception & admin support

Scheduling

Customer service

Google Workspace

CRM

Education

High School Diploma

Associate’s Degree preferred

Tools

Google Workspace

Microsoft Office

CRM

Job description

Overview

The Office Assistant in Advancement delivers essential clerical, operational, logistical, and event support to the Advancement division. This position serves as the primary point of contact to visitors; oversees front desk operations, incoming communications, provides scheduling support, processes vendor invoices, maintains/organizes inventory of office supplies, helps with division-wide meetings, new employee onboarding, and daily facility needs. This is a full-time (31 hours per week), onsite position that requires occasional nights and weekends during key seasons (Example: Alumni Reunion every June).

About The Division

The Advancement division comprises four departments: Communications and Marketing, Development, Engagement, and Operations. The Advancement division is committed to driving Macalester’s mission by ensuring clear, campus-wide communication, creating meaningful opportunities for alumni, parents, and friends of the college to participate in the life of the college, and building relationships with donors to secure financial support that aligns with both the college’s mission and the donors’ philanthropic goals. We do so grounded in anti-racism, equity, and social justice, and with a commitment to creating positive social and economic change.

Responsibilities & Qualifications

Administrative & Reception Support

• Maintains reception area, breakrooms, and supply spaces.
• Maintains and organizes inventory of office supplies, and handles incoming/outgoing mail and deliveries.
• Maintains Advancement staff phone lists, listservs, organizational charts, and calendar access.
• Supports and coordinates guest visits and parking access.
• Processes monthly vendor invoices, subscriptions, maintains subscription login access and pertinent resources across the division.
• Oversees check-out and maintenance for shared tech assets (jetpacks, remote access keys, Zoom rooms/hubs, laptops, and printers).
• Coordinates with other offices on campus re: equipment maintenance or updates, office printers, laptops, hub room equipment, and other devices as needed.
• Assists staff with mail merges, scanning, copying, CRM updates, word processing, and spreadsheet management.
• Coordinates staff birthday communications.
• Supports donor and division-wide events (including Reunion prep) by handling RSVPs, database updates, mailings, nametags, and post-event duties.

Division Operations & Office Management

• Welcomes guests as the primary greeter.
• Answers and redirects incoming phone calls and emails.
• Organizes & schedules division-wide meetings, events and retreats; including securing meeting locations, issuing calendar invitations and communications, provides support, including room and equipment reservations, catering, coordinates hybrid meeting options, material distribution, and maintaining an electronic resource library.
• Serves as point person for Facilities Services work orders; and coordinates with campus offices (Information Technology Services - ITS, Facilities, Document Services, etc.) e.g. tech issues and updates; building maintenance/projects, printer updates, etc.

Calendar Management, Scheduling, Expenses and Logistics

• Delivers clerical and logistical support to Assistant Vice Presidents, assisting with scheduling/meeting locations, mailings, invoice payments, travel arrangements, and execution of related projects and events.
• Supports Vice President with scheduling of division staff 1:1s and regularly held division leadership and team meetings; arranging meeting locations, catering, etc. when needed
• Reconciles expense reports for the VP and AVPs.

Onboarding and Staff Logistics

• Coordinates with ITS, Human Resources, Facilities, and supervisors to onboard/offboard staff.
• Set up supply/tech needs for new hires, and schedules internal introduction meetings.
• Updates email listservs, access to Google channels, email, internal calendars; coordinates info related to nametags/office signage, building wayfinding; subscription and tech access, etc.
• Keep Advancement onboarding handbook up to date; support staff onboarding.

Other Responsibilities

• Completes other responsibilities as assigned.
• Participates as an active member of the team.
• Participates in department and college activities and supports implementation of shared goals and initiatives.
• Provides backup support to other members of the team.

Qualifications

• 1-3 years of relevant experience.
• High School Diploma or equivalent required; Associate’s Degree preferred.
• Proficiency in Google Workspace tools, including Google Docs, Sheets, Slides, Forms, Calendar; organization and maintenance of Google folders, email listservs, and shared Google channels, CRM, Microsoft Office, and project management platforms.
• Ability to run mail merge, coordinates remote access tools (Zoom rooms/camera), and coordinate general IT equipment set-up.
• Ability to coordinate logistics for events, staff retreats, and division-wide meetings.
• Strong task prioritization skills to maintain inventory, vendor accounts, and facility work orders concurrently.
• Ability to independently troubleshoot office equipment issues.
• Assess visitor and caller needs and direct inquiries to the appropriate person.
• Proficiency in operating and overseeing shared office equipment, including multi-function printers, copiers, jetpacks, camera/laptop, scanners and hybrid meeting hubs.
• Basic accounting and financial admin skills to review and prepare expense reports.
• Ability to track, process, and reconcile vendor accounts, invoices, and division-wide subscriptions.
• Excellent verbal communication and hospitality skills to serve as the primary receptionist and greeter for guests.
• Ability to handle professional email correspondence.
• Executive support capabilities, including calendar management and meeting/location scheduling for leadership.
• Adaptability and willingness to provide support during peak event times like Reunion.

Compensation

$21.07-$22.03 Hourly

Benefits

• 10% employer contributions to the retirement plan.
• Outstanding vacation and sick time packages, plus an additional 10 holidays.
• Competitive health, dental, vision, and life & disability insurance.
• Generous employer contribution to Health Savings Account.
• Tuition assistance which pays between 75% - 90% of eligible tuition for employee dependents at select institutions.
• Free primary care for most services through Nice Healthcare when enrolled in a Macalester health plan.
• Access to the athletics fitness facility, wellness coaching, and activities.

Satisfactory completion of a criminal background check is a condition of employment.

Macalester College does not discriminate on the grounds of sex, gender identity, race, color, national origin, age, religion, creed, disability, marital status, familial status, pregnancy, genetic information, membership or activity in a local human rights commission, veteran status, sexual orientation, status with regard to public assistance, or other categories protected by law.

Macalester College does not discriminate on the grounds of sex, gender identity, race, color, national origin, age, religion, creed, disability, marital status, familial status, pregnancy, genetic information, membership or activity in a local human rights commission, veteran status, sexual orientation, status with regard to public assistance, or other categories protected by law.

Macalester College is an intentional community of thinkers and doers that brings together more than 2,000 curious, motivated students representing over one hundred countries and a wide breadth of lived experiences. As an internationally recognized small liberal arts college located in St. Paul, Minnesota, our focus on academic distinction, social justice, and global citizenship prepares students to create a more just and peaceful world. The college's strategic plan equips our community with a clear road map for the future, and the progress we're shaping together builds on our longstanding mission and values. At Macalester, employees engage in people-centered work and gain career-defining experience. Drawing on a holistic lens, we are committed to a respectful and supportive work environment. We facilitate professional learning and growth for all employees, and we recognize employee well-being as necessary and important, demonstrated in generous comprehensive benefits and wellness programs. We value a diverse community representing all backgrounds and perspectives, and encourage applicants from all sexualities, races, ethnicities, national origins, cultures, socio-economic backgrounds, genders, religions, abilities, and ages. Macalester College does not discriminate on the grounds of sex, gender identity, race, color, national origin, age, religion, creed, disability, marital status, familial status, pregnancy, genetic information, membership or activity in a local human rights commission, veteran status, sexual orientation, status with regard to public assistance, or other categories protected by law.