Program Assistant

Union College (NY); City of Schenectady (NY); On-site; USD 42,000 - 52,000; Full time

Benefits offered by this job

Vacation, sick, and personal time

Winter recess break

Medical, dental, and vision

On-campus fitness facility access

403(b) retirement plan

Tuition exchange

Job summary

Union College in Schenectady, NY seeks a Program Assistant in the Office of Alumni & Parent Engagement to provide administrative support and help staff coordinate major events such as Homecoming, Family Weekend and Reunion. This onsite role offers a 40-hour work week, Monday–Friday, with a non-exempt, full-time status.

The hourly rate is $20.00, and benefits include extensive time off, health coverage, and a 403(b) plan.

Qualifications

• Associates degree and/or relevant education, training, certifications, and/or work experience required.
• Strong oral and written communication skills, including attention to detail.
• Proficient in using a range of business office software applications and systems, including experience navigating a CRM and working knowledge of Microsoft Excel.
• Able to collaborate effectively with colleagues across the College to achieve shared goals and objectives.
• Able to exercise exceptional judgment, ensure strict confidentiality, and demonstrate outstanding professionalism in a range of situations.
• Able to work in a fast-paced environment and be self-motivated with the ability to manage multiple projects simultaneously.
• Able to support, contribute to, and strengthen a vibrant, culturally diverse, and inclusive learning community of students, alumni, faculty, and fellow professionals.
• Strong oral and written communication skills, including attention to detail.
• Able to anticipate, deliver on, and exceed the expectations of alumni, students, guests, and colleagues.

Responsibilities

• Customer Service: Provides outstanding customer service as the first point of contact for the Office of Alumni & Parent Engagement. Fields and troubleshoots requests while working closely with all offices within College Relations and the entire institution.
• Event Registration: Builds events using Anthology and manages the online registration process for major alumni events on campus and regional events; pulls reports, logs registrations, processes payments, and sends confirmations.
• Class Correspondents: Serves as the primary point of contact for class correspondents, who compile updates for publication in the alumni magazine.
• APE Operations: Uses the online system to reconcile purchases for team members; monitors department email and phones to field inquiries; enters contact reports and maintains records; prepares travel materials.
• General: Participates in developing and executing an annual strategic plan for the Office of Alumni & Parent Engagement; staffs events and supports colleagues during crunch times.

Skills

CRM experience

Excel knowledge

Communication skills

Team collaboration

Attention to detail

Education

Associates degree or equivalent

Tools

Microsoft Office Suite

Job description

Provides administrative support to Alumni & Parent Engagementstaff members. Serves as a collaborative team member to support andstaff key events such as Homecoming, Family Weekend and ReUnion.Provides operational support for regional alumni clubs and affinityprograms. Provides front-line support and excellent customerservice to alumni and parents of the College.

Program Assistant, Office of Alumni & ParentEngagement

Work Days: Monday-Friday

Shift Start/End Time: 8:00 am - 5:00 pm

Hours Per Week : 40

Weeks Per Year : 52

Pay Status and Classification: Non-exempt, Regular FullTime. This position is not eligible for relocation assistance orvisa sponsorship.

Work Location: This position is an onsite role and is noteligible for a hybrid work schedule.

Position Purpose: Provides administrative support to Alumni & Parent Engagementstaff members. Serves as a collaborative team member to support andstaff key events such as Homecoming, Family Weekend and ReUnion.Provides operational support for regional alumni clubs and affinityprograms. Provides front-line support and excellent customerservice to alumni and parents of the College.

Essential Responsibilities and Duties:

• Customer Service: Provides outstanding customer serviceas the first point of contact for the Office of Alumni & ParentEngagement. Fields and troubleshoots requests while working closelywith all offices within College Relations and the entireinstitution.
• Event Registration: Builds events using Anthology andmanages the online registration process for major alumni events oncampus (i.e. ReUnion, Homecoming and Family Weekend) and regionaland affinity events. Pulls reports for invitation lists, log andtrack all event registrations, evaluate registrations for errors,process all payments, send confirmation emails, and follow up withregistrants as warranted.
• Class Correspondents: Serves as the primary point ofcontact for class correspondents, who compile updates ontheirclass for publication in the alumni magazine.
• APE Operations: Uses the online system to reconcilepurchases for team members. Monitors department email accounts andphones to field inquiries from constituents. Enters contact reportsand maintain accurate records. Prepares event materials for stafftravel.
• General: Participates in developing and executing anannual strategic plan for the Office of Alumni & ParentEngagement. Staffs events as needed. Offers to pitch in to helpcolleagues during crunch times and overlapping deliverables.

Qualifications:

• Associates degree and/or a combination of relevant education,training, certifications, and/or work experience required.
• Strong oral and written communication skills, includingattention to detail.
• Proficient in using a range of business office softwareapplications and systems, including experience navigating a CRM andworking knowledge of Microsoft Excel. Ability to quickly learnother software applications.
• Able to collaborate effectively with colleagues across theCollege to achieve shared goals and objectives.
• Able to exercise exceptional judgment, ensure strictconfidentiality, and demonstrate outstanding professionalism in arange of situations.
• Able to work in a fast-paced environment and be self-motivatedwith the ability to manage multiple projects simultaneously.
• Able to support, contribute to, and strengthen a vibrant,culturally diverse, and inclusive learning community of students,alumni, faculty, and fellow professionals.
• Strong oral and written communication skills, includingattention to detail.
• Able to anticipate, deliver on, and exceed the expectations ofalumni, students, guests, and colleagues.

Preferred qualifications:

• Experience providing administrative support in a thrivingbusiness or non-profit organization, preferably a residentialliberal arts college.
• Experience organizing and supporting events of a small andlarge scale.
• Ability to make recommendations to address issues as theyarise.
• Comfortable learning and navigating new technology.
• Ability to work independently and multi-task.
• Experience working in higher education or non-profit managementwork.

Compensation:

The hourly rate for this position is $20.00. Except forroles with a set rate of pay, the wage/salary of the finalistselected for this role will be set based on a variety of factors,including but not limited to departmental budgets, qualifications,experience, education, licenses, specialty, and training. Thestated hiring rate/range represents the College’s good faith andreasonable estimate of the rate/range of possible compensation at the time of posting.

Location:

Schenectady, NY

We offer exceptional benefits including:

• Generous Vacation, Sick, and Personal Time
• Winter Recess Break in Addition to Paid Holidays (in accordancewith policy)
• Healthcare: Medical (PPO & HDHP), Dental, and VisionInsurance (Flexible Spending and Dependent Care Accounts)
• Free On-Campus Fitness Facility Access and Discounts forOn-Campus Wellness Programs
• Pre and Post Tax participation in a 403(b) Retirement Plan
• Salary Continuation Program in the event of Disability
• Tuition Exchange

Background Checks:

In accordance with our background check policy , finalists for hire will undergo abackground check that includes education, employment, and criminalconvictions.

E-Verify Participation:

Union College participates inE-Verify and will provide the federal government with your Form I-9information to confirm that you are authorized to work in theUnited States. Learn more about E-Verify and your Right to Work (Derecho a Trabajar).