Administrative Associate for Alumni Relations - 2101

Maine Maritime Academy

Job Description

Staff, Support & Professional

Job Title: Administrative Associate for Alumni Relations       Date: October, 2011

Job Code:  2101

STATEMENT OF THE JOB

Employee is responsible for the daily clerical and administrative functions of

the Alumni Office, under the general direction of the Assistant to the President

for Sustainability/Director of Alumni Affairs.  Judgment and initiative are

exercised and tasks are normally accomplished within well-defined procedures.

Verbal and written communication skills are required for both frequent internal

and external contacts. Computer skills with multiple applications are essential.

DUTIES OF THE JOB

1)      Provides clerical and administrative management of Alumni Affairs office including scheduling and coordination of all activities, under the general direction of the Director.

2)      Acts as intermediary for the Director in maintaining contact with others.

3)      Plans, coordinates and manages events that include Reunions, Homecoming, Receptions, Legislative Receptions, Alumni Senior Banquet and more.

4)      Acts as a liaison to alumni chapters and classes by supporting projects and attending events and meetings to facilitate contact with alumni.

5)      Assists Alumni, Advancement and Career Services with the creation and modification of reports generated from the Academy’s databases.

6)      Solicits and invoices advertising for the MARINER.

7)      Maintains Alumni Association website.

8)      Maintains and processes confidential information through Alumni and Student records.

9)      Identifies development prospects, communicates with Director and Advancement Office and updates and enters information into Academy’s Advancement Office database.

10)  Manages and maintains internal and external alumni association budget that includes investment, savings and checking accounts under the general direction of the Director.  Prepares, maintains and updates Alumni Association Treasurer’s reports.

11)  Serves as Secretary of and schedules and attends all meetings of the Alumni Board of Directors.

12)  Provides ongoing support to the Director of Alumni Relations with additional projects as assigned.

13)  Supervises student and/or regular Academy employees.

This job description reflects the general duties of the job but is not a detailed description of all duties, which may be inherent to the position.  The Academy may assign reasonably related additional duties to individual employees consistent with policy and collective bargaining agreements.

MAINE MARITIME ACADEMY

JOB TITLE:  Administrative Associate for Alumni Relations          JOB CODE #: 2101

WAGE GRADE:   19                                                                   TOTAL POINTS: 454