Administrative Assistant

The administrative assistant in the Office of Marketing & Communications will support the vice president, directors and overall department through a variety of functions. Responsible for managing budgets, tracking expenses and facilitating meetings. Responsible for collecting and compiling data using Banner and Excel. Work within the web content management system, assist with travel arrangements, maintain our design services print archive and assist with proofreading and fact-checking. Office tasks will include managing phone calls, voicemail and office mail, and additional support as needed to ensure smooth departmental operations.

Essential Functions:

• Working with the VP, maintain the budget, track expenses and report (using Banner and Excel).

• Review, approve and publish events daily in the CMS so they are accurate and visible in the online events calendar. Assist with basic web updates through Jadu CMS.

• Coordinate and arrange meetings, prepare agendas, reserve and prepare facilities, and record and transcribe minutes of meetings when needed. Track action items, follow up with necessary people and schedule follow-up meetings.

• Support/schedule quarterly data collection on KPIs and compile/organize information into spreadsheet.

• Provide travel support, including reserve hotel rooms, flights, cars or conference registrations as needed.

• Maintain design services print archive, including organizing and filing samples, an annual purge of outdated files, pulling samples upon request.

• Proofreading and fact-checking for various publications, including Dickinson Magazine, using online resources and internal databases (e.g., Raiser's Edge).

• Share responsibility for managing phone calls/voice mail and office mail pickup and distribution. Additional support as needed, which may include stuffing envelopes/boxes for large mailings and assisting in bookstore during large weekend events.

• Assist with college events: Provide administrative support to executive director. Participate in life of college by attending lectures, performances, athletic events, exhibitions, symposia, etc. Fact check for Dickinson magazine. Enter events on the stories Zoho spreadsheet for meetings. Take notes at staff meetings.

This position is eligible for a hybrid schedule, with two in-office days required and others as needed