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Administrative Assistant II/Class Notes Coordinator

Apply now Job no: 493864
Categories: Staff
Department: Alumni and Family Engagement

Administrative Assistant/Class Notes Coordinator

The Office of Alumni and Family Engagement (AFE) seeks applications for an Administrative Assistant/Class Notes Coordinator to greet guests, maintain the budget, supervise the upkeep of the Nancy O. Blackwell Alumni House, serve as manager for alumni class notes and as the primary point of contact for class secretaries and support the work of the Office of Alumni and Family Engagement (part of the Division of College Relations). All responsibilities of this position reflect the College Relations values of Goal-oriented, Resiliency, Excellence, Antiracist and Teamwork (G.R.E.A.T) and the DEI priorities of the Office of Alumni and Family Engagement. This position reports to the Associate Director for reunions and family programming.

Primary Responsibilities:

  • Warmly greets visitors and manages all incoming communications from the general public with courtesy and efficiency. Provides alumni and faculty with alumni contact information while maintaining college privacy standards. Records all interactions in database.

  • Establishes, updates and maintains the operating budget for the department. Processes business invoices, reimbursements, interdepartmental transfers, and staff credit card transactions. Tracks transactions in all account lines. 

  • Manages class secretaries and stewards their engagement. Collect, edit, process, and submit all class notes for the college magazine, The Davidson Journal, to the staff in College Communications. Recruit and replace retired class secretaries when necessary.

  • Supports the work of the Director of Alumni and Family Engagement and specific projects for the associate directors. Works with director to provide substantial support for the preparations of the Alumni Association Board (AAB). Prepares correspondence, files, updates manuals, minutes and logistical details for bi-annual meetings and conference calls within the AAB. Creates on-line ballot and tracks annual voting for new AAB executive board members and Alumni Trustees.

  • Prepares physical mailings and mailing lists. Serves as point on creating and sending all email communications to families from the office and assists other staff with creating and sending email communications for other constituencies.

  • Supervises the physical upkeep of the Nancy O. Blackwell House. Initiates and provides oversight of maintenance and repairs of the house. Informs the Alumni and Family Engagement Associate Director of issues with the physical upkeep and presence of the house. Serves as Building Captain and implements safety practices with Alumni and Family Engagement staff and guests.

  • Hires and coordinates the work of the work-study students who report to several staff members in Alumni and Family Engagement.

  • Assists with Reunion by answering calls, helping alumni with registration, and working throughout the weekends in the Welcome Center.

  • Participates fully in the activities of the Alumni and Family Engagement team, the College Relations department and Davidson College including team meetings, retreats, and other staff development experiences. Take an active role in Alumni and Family Engagement team responsibilities including program assessment, fundraising efforts, alumni data management, and participation in the AFE DEI committee.

Physical /Environmental Demands:

Office environment. Ability to spend days working primarily at a desk while manipulating a computer keyboard, mouse, telephone, and other typical office equipment. Work hours fall between 8:30-5:00pm. On several occasions during the year (Reunions, Alumni Board Meetings, and other special on-campus events) work is required during the weekend or in the evening at a busy Welcome Center, engaging in direct and close communication with alumni and friends of the college.

Required Qualifications:

  • High School Diploma (Associates degree or higher preferred)

  • At least three years of work experience with secretarial, clerical, and/or customer service-related experience.

  • Experience with and commitment to providing excellent customer service especially with persons from diverse generational, religious, racial, ethnic, sexual orientation, gender identity, ability and cultural backgrounds.

  • Demonstrated use of word processing at an intermediate level or higher. Must possess basic math skills.

  • Ability to work independently in the absence of supervision.

Desired Qualifications:

  • Strong commitment to antiracist and inclusive engagement efforts. 

  • Organizational, research and planning skills.

  • Volunteer management and coordination.

  • Flexibility and adaptability especially in working collaboratively as part of a team. Willing to accept additional assignments and assist other team members as necessary.

  • A knowledge of, experience with, and ability to navigate a constituent database.

  • Comfort in a web-based software environment and information technology and the ability to learn new software platforms.

  • Basic accounting skills especially with spreadsheets in managing financial data and experience with budget work.

  • Demonstrated ability with oral and written communication skills. Experience with writing and/or editing.

  • Ability to coordinate multiple projects simultaneously in an active office. Ability to analyze problems and determine effective improvement strategies.

  • Attention to detail and accuracy.

  • Experience in a higher education environment or complex nonprofit is preferred.

Review of Applications:

This is a full-time, 12-month position. Apply by July 23 for fullest consideration. Candidates are asked to submit a resume and a cover letter with the online application at

At Davidson College, we believe the college grows stronger by recruiting and retaining a diverse faculty and staff committed to building an inclusive community.  In order to achieve and sustain educational excellence, we seek to hire talented faculty and staff across the intersections of diverse races, ethnicities, religions, sexual orientations, gender identities, ages, socio-economic backgrounds, political perspectives, abilities, cultures, and national origins.

Advertised: Eastern Daylight Time
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