Title: Administrative Associate
Division: Development
Department: Alumni Engagement and Volunteer USI
FLSA Status: Non-Exempt
Salary Range: Grade 6: $14.06/hour
EEO Job Group: 5 E5
Position Summary
The University of Southern Indiana is accepting applications for Administrative Associate.
Coordinate daily business operations of the Alumni Engagement & Volunteer USI Office which includes Alumni Engagement, Volunteer USI, Alumni Association, Student Alumni Association, Alumni Chapters, and Alumni Constituent Groups. Assist with budget maintenance and financial reconciliation for Alumni Engagement and Volunteer USI and all associated accounting activities.
Duties/Responsibilities
- Serve as office manager and greet and direct visitors as needed; Help coordinate department efforts and programs by working with all constituencies of the University community including students, faculty, staff, alumni, and friends.
- Assist the Director and Assistant Director in the organization and implementation of special events: Founders Day, Homecoming, Golf Outings, Volunteer USI Recognition Dinner, and other alumni reunion and engagement events.
- Assist the Director and Assistant Director in the organization and implementation of programs and services: Day on the Job, Career Mentor, Mentoring Program, Advocates for Higher Education, Business Resource Directory, and Affinity programs.
- Coordinate registration and mailing processes for all Alumni and Volunteer USI events both in the office and at the events.
- Attend Alumni Council meetings; record, draft and distribute meeting minutes.
- Prepare orientation materials for annual Alumni Council meeting; Prepare financials and meeting minutes for the Alumni Council meetings; Notify Alumni Council members of all council meetings throughout the year.
- Coordinate annual appeals for USI Alumni Scholarship Endowment, Indianapolis Chapter Scholarship, Dubois County Scholarship and Black Alumni Society. Coordinate scholarship application processes for all Alumni and Chapter scholarships.
- Maintain the Alumni Engagement and Volunteer USI website; monitor and respond to inquiries on alumni@usi; oversee MyUSI for alumni.
- Use Constituent Relationship Management system to prepare communications to constituencies.
- Use graphic design software including but not limited to Adobe Photoshop, InDesign, Illustrator, Lightroom and Acrobat Pro to prepare graphics for website and email marketing and communications as well as printed sponsorship pieces and online sponsorship displays.
- Monitor form submissions and other updates needed to maintain online directories.
- Gather alumni and volunteer biographical information; input and update data in Blackbaud Raiser's Edge NXT from surveys, donor receipts, change of address and update forms, and various other data entry forms; use alumni locator services to find lost addresses.
- Run downloads and reports.
- Draft copy for Class Notes section of Illume, USI’s alumni magazine.
- Assist in creating the quarterly electronic newsletter and distribution to alumni.
- Receive, read, and interpret correspondence and determine appropriate handling. Draft office correspondence for all department entities.
- Plays an important role in the training of the graduate assistant and student worker.
- Process travel documents, check requests; create POs, reconcile financials for office account as well as Alumni Association account; order office supplies.
- Maintain office filing system for the storage of check vouchers, budgets, letters, memos, solicitations, programs, special events, and other pertinent information.
- Coordinate the USI License Plate program.
- Other duties as assigned.
Required Knowledge and Skills
- High School diploma or GED.
- Three years of responsible office management, administration, or clerical experience.
- Strong interpersonal, organizational, and written and oral communication skills and the ability to work under pressure are essential.
- Proficiency in PC platform, word processing, spreadsheet, electronic mail, and web site development.
- Ability to produce complex documents and reports utilizing advanced software applications, create formulas in Excel, create and modify graphics and email marketing and communication pieces.
- Ability to work independently and handle multiple priorities with minimal supervision.
- Ability to work under tight time constraints and with a diverse group of individuals.
Preferred Knowledge and Skills
- Associate degree or some college coursework.
- Five years of responsible office management, administration, or clerical experience.
Regular Work Hours/Travel Requirements
- Standard work hours are Monday through Friday, 8:00 a.m. to 4:30 p.m.
- Some evenings and weekends are required for meetings and special events.
- Occasional overtime may be required.
About USI
The University of Southern Indiana is a public higher education institution located on a beautiful 1,400-acre campus in Evansville, IN. We offer employees exceptional benefits! Benefits for this position include:
- Affordable medical, dental, vision, life and short term and long-term disability insurance plans.
- Retirement plan where the University makes the total contribution equivalent to 7% of annual salary.
- Full tuition fee waiver for employees/75% for spouses and dependent children.
- Accrue up to 10 paid vacation days per fiscal year – accrual increases after 4, 7, and 11 years of service
For more information about the benefits that USI offers, please visit www.usi.edu/hr/benefits .
About the Department
USI Alumni Engagement and Volunteer USI office connects and engages alumni. From events, newsletters, volunteer opportunities, and beyond - we strive to be an advocate for our $50,000+ alumni. The office oversees the USI Alumni Council, which plays an active role in shaping Alumni policy and strategic decision-making for the University.
Application Process
Click “Apply Now!” near the top right of this page to complete an application and upload application materials. Application materials should include:
Pre-Employment Screening
A background check will be required for employment in this position.
Authorization to Work in the United States
USI typically will not sponsor an employment-related visa for this position.
Interview Accommodations
Persons with disabilities requiring accommodations in the application and interview process please contact the manager of Employment at [email protected] or (812) 464-1840. Contacting the manager of Employment is intended for use in seeking disability-related accommodations only. For general applicant inquiries, contact Human Resources at [email protected] or (812) 464-1815.
EEO Statement
The University of Southern Indiana is an EEO/AA employer. All individuals including minorities, women, individuals with disabilities and veterans are encouraged to apply.