Senior Administrative Assistant

American University; Washington; Hybrid; USD 36,000 - 40,000; Full time

Job summary

American University is seeking a detail-oriented Senior Administrative Assistant for the Alumni Relations division in Washington, DC. This full-time, hybrid role supports the AVP and staff, handling scheduling, mail, correspondence, and event logistics.

You will work with a broad network of alumni and donors, maintaining CRM data and coordinating quarterly activities while ensuring timely communication and professional service.

Qualifications

• High school diploma or equivalent required.
• 1–3 years of alumni, donor, or community relations experience preferred.
• Ability to manage multiple programs and deadlines with professionalism.

Responsibilities

• Provide administrative support to the AVP of Alumni Relations and staff.
• Manage calendars, meetings, travel, and correspondence.
• Coordinate alumni events and volunteer activities.
• Maintain CRM data hygiene and generate basic reports.

Skills

Administrative support

CRM data entry

Event coordination

Communications

Education

High school diploma or equivalent

Tools

Ellucian CRM Advance

MicroStrategy

Job description

American University is a student-centered research institution located in Washington, DC, with highly-ranked schools and colleges, internationally-renowned faculty, and a reputation for creating meaningful change in the world. Learn more about American University

Department

Alumni Relations

Time Type

Full time

Job Type

Regular

FLSA Status

Non-Exempt

Work Modality

Hybrid 01 (On Campus 3-4 Days/Week)

Union

Excluded

Job Description

Summary

The Senior Administrative Assistant will provide administrative support in the Division of University Advancement, primarily assisting the Assistant Vice President of Alumni Relations (AVP) as well as other staff members as directed by the AVP. In their work, the Senior Administrative Assistant will enhance alumni relations programs and volunteer initiatives that increase alumni engagement within the 160,000+ member AU alumni network.

Responsibilities

• processing mail; answering phones; scheduling meetings; appointments and travel (including arrangements); transcribing correspondence and phone outreach to constituents; organizing and maintaining filing systems; assisting with events; and other meetings held by the AVP; making on-campus deliveries or pick-ups of materials; reconciling credit card transactions of the AVP; conducting basic research (for names, phone numbers and addresses); and producing mailings and meeting materials.
• draft internal and external correspondence.
• interact with senior administrators, alumni, volunteers, and donors to the University.

Essential Functions

General Administrative Duties

• Assists with events, schedules meetings and appointments, maintains travel calendar for the AVP.
• Processes mail, answers phones and personal and shared email inboxes, makes on-campus deliveries.
• Conducts basic desktop research including names, phone numbers, addresses, career and degree info.
• Reconciles credit card transactions for the AVP.
• Drafts internal and external emails and other correspondence, produces mailings and meeting materials.

Volunteer Management and Logistics

• Manage the logistics and communications for four quarterly AU Alumni Board (AUAB) meetings including space reservation, catering, and preparations of materials.
• Manage logistics and communications for annual AUAB new member orientation.
• Interact with AUAB members to schedule phone calls, committee meetings, ensure participation, send reminders, etc.
• Maintain and update current rosters AUAB and other alumni relations volunteer leadership groups.
• Provide secondary support for other alumni relations volunteer leadership groups including those in the Mosaic Collective, career, enrollment, and regional chapters.

Data Management and Reporting

• Updates records in the Ellucian CRM Advance database including contact reports, engagement, biographical and demographic data.
• Prioritizes data hygiene and organization to ensure that engagement activities, event lists, and lists of alumni volunteer leaders and interested alums are kept up to date in the CRM.
• Utilizes CRM and MicroStrategy business intelligence reports and dashboards to support the AVPs, alumni relations directors, and other UA and AU leaders in employing a data-driven approach to evaluating and refining alumni engagement programs and activities.

Volunteer Engagement and Stewardship

• Support the division's goals to increase alumni engagement through volunteer management by managing volunteer stewardship projects including, but not limited to: monthly congratulations letters, birthday and anniversary mailings and emails to volunteer leaders, and frequent direct outreach to volunteer leaders, coordinating AVP, VP, and alumni relations directors' direct outreach to volunteer leaders, compiling and distributing relevant content for volunteer leaders' benefit, and regular audits of volunteer coding in the CRM.

Supervisory Responsibility

This position may supervise student and/or part-time staff.

Competencies

• Serving Customers.
• Prioritizing and Organizing.
• Supporting Coworkers.
• Acquiring and Analyzing Information.
• Championing Customer Needs.

Position Type/Expected Hours of Work

• Full-time.
• 35 hours per week.
• Availability to work some nights and weekends.

Salary Range

Salary Range: $26.11 - $28.87 per hour.

Required Education and Experience

• High school diploma or equivalent.
• A minimum of 1 - 3 years of successful experience in alumni, donor, or community relations for educational institutions or non-profit organizations.
• Ability to independently formulate long-range objectives, and manage varied programs and services Ability to set priorities, meet deadlines and work independently.
• Demonstrated organizational and decision-making skills with follow-up abilities.
• Mature and professional attitude, customer/client focus; highly developed interpersonal ski