Program Assistant

Union College Career Center in Becker Hall; City of Schenectady (NY); On-site; USD 23,000 - 32,000; Full time

Benefits offered by this job

Generous Vacation, Sick, and Personal 

Winter Recess Break

Healthcare: Medical, Dental, Vision

On-Campus Fitness Facility Access

403(b) Retirement Plan

Salary Continuation for Disability

Tuition Exchange

Job summary

Union College Career Center in Becker Hall is seeking a Program Assistant to provide administrative support to Alumni & Parent Engagement staff and to staff key events including Homecoming, Family Weekend and ReUnion.

You will manage event registration, coordinate with class correspondents, and support operational tasks across regional alumni clubs and affinity programs while delivering excellent customer service to alumni and parents of the College.

Qualifications

• Associates degree or combination of 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. Ability to quickly learn other software applications.
• 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: Provide outstanding customer service as the first point of contact for the Office of Alumni & Parent Engagement.
• Event Registration: Build events using Anthology and manage online registration for major alumni events; process payments and send confirmations.
• Class Correspondents: Serve as the primary contact for class correspondents for alumni magazine updates.
• APE Operations: Reconcile purchases, monitor department emails, enter contact reports and maintain records, prepare event materials.
• General: Contribute to annual strategic planning and staff events; support colleagues during crunch times.

Skills

Customer service

Event coordination

Communication

Team collaboration

Time management

Confidentiality

Education

Associates degree

Tools

CRM

Microsoft Excel

Job description

Provides administrative support to Alumni & Parent Engagement staff members. Serves as a collaborative team member to support and staff key events such as Homecoming, Family Weekend and ReUnion.Provides operational support for regional alumni clubs and affinity programs.Provides front-line support and excellent customer service to alumni and parents of the College.

Program Assistant, Office of Alumni & Parent Engagement

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 Full Time. This position is not eligible for relocation assistance or visa sponsorship.

Work Location: This position is an onsite role and is not eligible for a hybrid work schedule.

Position Purpose:

Provides administrative support to Alumni & Parent Engagement staff members. Serves as a collaborative team member to support and staff key events such as Homecoming, Family Weekend and ReUnion.Provides operational support for regional alumni clubs and affinity programs.Provides front-line support and excellent customer service to alumni and parents of the College.

Essential Responsibilities and Duties:

• 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 (i.e. ReUnion, Homecoming and Family Weekend) and regional and affinity events. Pulls reports for invitation lists, log and track all event registrations, evaluate registrations for errors, process all payments, send confirmation emails, and follow up with registrants as warranted.
• Class Correspondents: Serves as the primary point of contact for class correspondents, who compile updates on their class for publication in the alumni magazine.
• APE Operations: Uses the online system to reconcile purchases for team members. Monitors department email accounts and phones to field inquiries from constituents. Enters contact reports and maintain accurate records. Prepares event materials for staff travel.
• General : Participates in developing and executing an annual strategic plan for the Office of Alumni & Parent Engagement. Staffs events as needed. Offers to pitch in to help colleagues 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, 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. Ability to quickly learn other software applications.
• 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.

Preferred qualifications:

• Experience providing administrative support in a thriving business or non-profit organization, preferably a residential liberal arts college.
• Experience organizing and supporting events of a small and large scale.
• Ability to make recommendations to address issues as they arise.
• Comfortable learning and navigating new technology.
• Ability to work independently and multi-task.
• Experience working in higher education or non-profit management work.

Compensation:

The hourly rate for this position is $20.00. Except for roles with a set rate of pay, the wage/salary of the finalist selected 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. The stated hiring rate/range represents the College’s good faith and reasonable estimate of the rate/range of possible compensation at the time of posting.

Location: Schenectdy, NY

We offer exceptional benefits including:

• Generous Vacation, Sick, and Personal Time
• Winter Recess Break in Addition to Paid Holidays (in accordance with policy)
• Healthcare: Medical (PPO & HDHP), Dental, and Vision Insurance(Flexible Spending and Dependent Care Accounts)
• Free On-Campus Fitness Facility Access and Discounts for On-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 a background check that includes education, employment, and criminal convictions.

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