Temporary Secretary

School/Division: Research Foundation

Department: RF Alumni Engagement

Salary: Hourly rate of $16 to $18 per hour

Position Effort: Full-Time (37.5 to 40 hours a week), Temporary position (expecting 2-3 months)

Position Summary

The Research Foundation at SUNY Cortland is recruiting for a full-time administrative support professional for Alumni Engagement. This position reports to the Associate Director, and will be the first point of contact for the SUNY Cortland Alumni Association, providing a welcoming experience for all alumni, students, and the campus community. This position will provide administrative support to both the Executive Director and Associate Director of Alumni Engagement. They provide support for the alumni engagement team and the Executive Director. This role assists in office management, alumni programs and events, and supports alumni volunteer efforts.

Major Responsibilities

• Greet alumni in person, answers main phone line, and monitors main alumni email inbox. Assist in updating the alumni database, ensuring records are accurate and up to date
• Responsible for filing, typing, opening and distributing mail, mailing letters and packages daily. Including, but not limited to, regular correspondence with acknowledgements, congratulatory, condolences and memorial letters, birthday cards, flowers, etc. Process and inventory memorabilia donations
• Assist in event management including, but not limited to, name-tags, event materials and registrations (work may require some nights and weekends), presenter/alumni gifts, set-ups, prepare and mail event materials, and process registration payments, processing credit card payments or refunds, and create and send thank you letters
• Assist with student employees and volunteers, creating projects, providing feedback, and conducting necessary training. Supervise students assigned work by alumni engagement employees, such as mailings, event materials, scanning, data processing and memorabilia management
• Collect and compile class notes from the alumni email account, Google/news services, or self-submitted
• Maintain inventory for Alumni Engagement. Place orders to refresh supplies. Keep inventory orderly and catalogued on inventory spreadsheet
• Assist Executive Director and Coordinator with Alumni Association Board of Directors correspondence and processes
• Utilize multiple software programs (RE, Anthology, ASANA, etc.) to maintain office processes, update alumni records, event attendee information, and other reports
• Maintain calendar and travel arrangements for the Executive Director and Associate Director of Alumni Engagement
• Assist in travel arrangements (hotel, flight, rental car, etc.) for volunteers and staff for local events, regional travel, and professional development
• Coordinate backup coverage of this position with Alumni Engagement staff when taking vacation, attending meetings or otherwise out of office

Functional and Supervisory Relationships

Reports to the Associate Director of Alumni Engagement. Supports Executive Director and Associate Director in daily functions. Works with Alumni Engagement team, Alumni Association board of directors and Institutional Advancement staff

Required Qualifications

• High school diploma or its equivalent with 2 years of general office support experience
• Demonstrated literacy, numeracy and computer skills, including Microsoft Office products and outlook
• Demonstrated ability to work independently under supervision as well as part of a team
• Demonstrated customer engagement/service experience

Preferred Qualifications

• Associates degree or higher, business administration or relevant field of study
• Experience working in a higher educational environment or nonprofit
• Experience working and balancing program budgets

Knowledge, Skills & Abilities

• Strong attention to detail
• Demonstrated self-initiative and ability to adapt to a fast-paced and ever-changing environment
• Proficient knowledge in Microsoft Office Suite, Adobe Suite, and other software applications
• Ability to work some nights and weekends
• Ability to work in a team environment and build positive working relationships
• Strong organizational skills
• Ability to work with a wide range of constituencies in a diverse community
• Strong critical thinking skills
• Ability to lift up to 15lbs and climb stairs

Why the Research Foundation at SUNY Cortland?

To learn more about the Research Foundation visit: Careers with the Research Foundation

About SUNY Cortland

A top public university of approximately 6,600 students located in the geographic center of New York State, SUNY Cortland provides accessible, affordable education to students from across the U.S. body. One of 13 comprehensive universities in the State University of New York system, SUNY Cortland prides itself on its rigorous undergraduate and graduate programs in the liberal arts, sciences, education, and professional studies. For more than 150 years, SUNY Cortland has provided unmistakable value for students seeking a well-rounded academic, athletic, and social experience. The University ranks among the top campuses in the nation on Money magazine’s “Best Colleges for Your Money List,” fields a powerhouse Division III athletics program and boasts an impressive network of alumni making a difference in education, business, government, fitness, medicine and many other fields.

Apply Today!

Email Rita Torsney-Sullivan, Associate Director of Alumni Engagement, at [email protected] with your resume and cover letter. Use email subject: "Temp Secretary Application." Applications will be reviewed starting May 25, and applications will be open until position is filled.

As an Equal Opportunity / Affirmative Action Employer, The Research Foundation for SUNY will not discriminate in its employment practices due to an applicant’s race, color, creed, religion, sex (including pregnancy, childbirth or related medical conditions), sexual orientation, gender identity or expression, transgender status, age, national origin, marital status, citizenship, physical and mental disability, criminal record, genetic information, predisposition or carrier status, status with respect to receiving public assistance, domestic violence victim status, a disabled, special, recently separated, active duty wartime, campaign badge, Armed Forces service medal veteran, or any other characteristics protected under applicable law.