Program Assistant

The Trustees of Union College in the Town of Schenectady in the State of New York; City of Schenectady (NY); On-site; USD 23,000 - 32,000; Full time

Benefits offered by this job

Vacation time

Health insurance

On-campus fitness facility access

403(b) retirement plan

Job summary

Union College in Schenectady, NY seeks a Program Assistant in the Office of Alumni & Parent Engagement to deliver administrative support for Homecoming, Family Weekend, and Reunion events. The role provides front-line service to alumni and parents and staff support for regional clubs and affinity programs.

The position is 40 hours per week, Monday–Friday, on-site, with non-exempt status. Experience with CRM and Excel is preferred, and an associate degree or equivalent is required.

Qualifications

• Associates degree or equivalent work experience.
• Strong oral and written communication skills.
• Experience using a CRM and Excel is preferred.

Responsibilities

• Provide outstanding customer service as the first contact for Alumni & Parent Engagement.
• Manage event registrations using Anthology and process payments.
• Serve as primary contact for class correspondents and publish updates.
• Reconcile purchases, monitor emails and phones, and prepare event materials.
• Support the development of an annual strategic plan for the office.

Skills

Communication

Time management

Collaboration

Education

Associates degree or equivalent

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: Schenectady, NY

Benefits

• 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.

Union College Officially chartered in 1795, Union College is the fifth-oldest liberal arts college in the country. Located in the Capital District of New York State, Union is a highly selective residential and undergraduate college, home to 2,200 students and 220 faculty, and offering 44 majors. Union was the first liberal arts college to rethink the traditional liberal arts education and adopt an engineering curriculum. That pioneering approach continues today with an education that encourages students to work beyond the limits of disciplinary boundaries, allowing them to think globally and lead innovatively in a world where problem-solving requires breadth across humanities, arts, social sciences, science, and engineering.

Accommodations

If you require an accommodation throughout the interview process, please don't hesitate to contact our Human Resources department at [e-mail] or 518-388-6108.

We are committed to ensuring that all candidates have equal access to opportunities and can participate in a fair and inclusive hiring process.

Union College is an equal-opportunity employer and is strongly committed to student and workforce diversity. Increasing diversity on campus is a critical priority for Union, one that is integral to our mission of preparing students for a globally interconnected world. Union provides a blend of intellectual, social, and cultural opportunities to facilitate the integrated academic, social, and personal development of a diverse community.

We value and are committed to a host of diverse populations and cultures including, but not limited to, those based on race, religion, disability, ethnicity, sexual orientation, gender, gender identity, national origin, and veteran status.

Union College is committed to providing access and will provide reasonable accommodation in its application process to individuals with disabilities who request such accommodations.

Union College will not discriminate in the recruitment or selection of faculty and employees, or in any other area of employment, on the basis of age, sex, race, national origin, religion, religious belief, disability, sexual orientation, gender identity or expression, and veteran status. In this regard, opportunities for advancement will be made available without bias. Union College will comply with the letter and intent of all State and Federal laws and applicable orders pursuant to Equal Employment Opportunity.