Administrative Assistant for Alumni Services

Job Summary

Provide administrative support for the Director of Career Services and the Career Services Office by managing data in the Career Services software system (Symplicity), editing and distributing resumes, and communicating with alumni, students, churches, ministries, and other employers through email, phone, web inquiries, mail, and in\-person visits regarding the services offered by the Career Services Office. Also support the Executive Director of Alumni by coordinating, maintaining, developing, and editing the monthly Alumni eNews.

Duties/Responsibilities:

• Assist the Alumni Office and Communications Manager as needed.
• Data entry, writing, and editing support for Alumni and Career Services.
• Assist alumni with password issues related to Azure login.
• Counsel alumni and graduating students about Career Services and provide information about the process.
• Counsel ministries regarding the job board and provide information about the process.
• Manage placement information in the online placement system for each individual and ministry, including input of alumni address changes and new employment information as needed. Add new students to the system on the first of the month.
• Manage correspondence with employers and alumni looking for a position and approve new employer registrations and job postings. Maintain Career Services email inbox.
• Evaluate and edit resumes for students and alumni.
• Run and disperse compensation reports for students and alumni.
• Update Pulpit Supply data.
• Answer and evaluate incoming calls for the Career Services office and the Director of Career Services.
• Greet visitors to the Career Services and Alumni Office and assist inquirers regarding contact information for other alumni as needed to assist the Alumni Department.
• Help troubleshoot problems individuals may have with the job listing website, including a detailed description of how to use the site for those who need help.
• Offer support to the Career Service Director and coordinate schedules for the Director and other Career Services Advisors. Support the Career Services Director and other Career Services Advisors with various events, including forms, landing pages, and marketing. Assist with any other event needs (golf tournament, church and ministry fair, three\-yearly virtual career fairs, workshops, etc.).
• Communicate with and assist Information Services in the maintenance and improvement of the Career Services computer system.
• Manage stock levels and duplication/printing of placement forms, brochures, and office supplies.
• Monitor and distribute monthly statistics reports for Placement.
• Plan, publicize, and execute Career Services luncheons and events.
• Fill the monthly Alumni eNews skeleton with content. Deep clean and sometimes rewrite content sent to us by other departments for eNews. Standardize all eNews graphics for a polished look, adjusting dimensions and transparency. Draft, solicit, and edit other content for the eNews.
• Update the NCOA DTS Magazine changes as needed.
• Complete daily address updates and a daily address sync with SE and check.
• Generate birthday cards weekly.
• Sync SE with Symplicity for a weekly check.
• Conduct a monthly Discipleship IQ check for invalid address updates.
• Conduct a monthly two\-state code check.
• Verify yearly that incoming students added to the system actually enrolled.
• Complete a morning walk\-through of the Legacy Center. Tend to unattended guests.
• Office experience and editing or proofreading experience.
• Strong oral and written communication skills.
• Ability and desire to learn a variety of computer applications.
• Ability to maintain confidentiality.
• Strong computer and telephone skills.
• Detail\-oriented and good organizational skills.
• Pleasant, positive disposition and personality.
• Type at least 45 wpm.
• Ability to function well in a high\-paced and at times stressful environment.
• Proficient with Microsoft Office Suite or related software.

Education and Experience:

• Bachelor’s degree.
• Experience preferred.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 25 pounds at times.