The Administrative Assistant provides advanced administrative support and communications for the department. This position will handle complex and confidential situations and requests and serve in a highly visible capacity as a department resource with alumni, students, staff, faculty and other constituents. This hands-on position provides direct support for an increasingly diverse Bates College community utilizing excellent customer service skills. Tasks include: supporting volunteers, preparing email and direct mail marketing campaigns, and special projects as assigned.
Job Duties:
Under minimal supervision, the Administrative Assistant provides administrative support and communications for the team. This position will handle complex and confidential situations and requests and serve in a highly visible capacity as a department resource with alumni, students, staff, faculty and other constituents.
Oversee daily operation of the office, evaluating workflow and productivity and providing direction and guidance to student intern(s). Coordinate department budget to include monitoring, tracking expenditures, accounting, troubleshooting problems, and preparing reports. Prepares purchase orders, event deposits, and other necessary paperwork for the accounting office.
Serves as the primary administrative staff liaison for regional, Mosaic, and affinity (Friends of Bates Athletics, College Key, Outing Club, other TBD) programs, including entering alumni event registration and other data, and generating data for e-communication, name tags, etc as needed by Alumni Engagement staff.
Coordinate departmental meeting logistics, and manage logistical details for Alumni Council meetings.
Serves as the primary administrative staff liaison for Back to Bates Weekend, including entering registration and other data, and generating data for e-communication, name tags, surveys, packets, etc. Coordinate logistics and staffing for the Back to Bates Welcome Center. Assists in coordination of logistical arrangements for some of the college’s most important on- and off-campus events.
Manages administrative outreach to alumni, including generating condolence letters and outreach to alumni with notable milestone life events.
Develops and generates large data lists, statistical summaries, and data analysis reports using Argos, Excel, and Google sheets on a regular basis with tight deadlines.
Helps to maintain an optimal office and team environment by contributing to the maintenance and improvement of systems and administrative processes.
As a member of the Advancement administrative team, shares in the answering of departmental toll-free phone lines, and replying to correspondence on alumni@bates.edu.
Related duties and administrative support for other projects, as required.
Some overtime is required throughout the year, particularly during the months of late September, October, May, and June.
Administrative
This position will also provide support to the Senior Director of Alumni Engagement.
Other
Assure equity, inclusion, access, and anti-racism as central to their work and the delivery of services to alumni, faculty, staff, and students.
Develops a thorough knowledge of Bates history, academic, extracurricular and athletic programs, and its faculty, students and administration.
Maintains a thorough understanding of the college’s priorities and initiatives of the faculty and administration.
Participates in departmental and professional training programs to increase expertise in the profession when appropriate.
Assist with other administrative duties as needed to support Alumni Engagement.
Adheres to departmental standards, policies, and procedures with respect to all aspects of their work.
Minimum Qualifications:
Education
High School Diploma required; Associate Degree or higher preferred.
Experience
2+ years of work experience in college advancement, development office or transferrable skills preferred.
Understanding of data and how to analyze for application and results preferred.
Skills and Knowledge
Excellent communication (written, verbal, listening and presentation) skills.
Impeccable discretion and ability to maintain confidentiality.
Excellent customer service skills with the ability to remain composed, friendly, and demonstrate poise under stress while working in a deadline driven environment.
Excellent analytical and problem-solving skills; high level of accuracy; ability to synthesize complex or diverse information.
Ability to work independently and handle multiple priorities with minimal supervision. Demonstrates initiative.
Ability to manage multiple projects at once in a deadline driven, goal oriented, fast-paced environment.
Impeccable organizational skills and ability to coordinate resources and staff within the college community.
Strong analytical skills and experience working with complex data sets.
Strong interpersonal skills with ability to develop and maintain collegial relationships. Must be flexible, collaborative and have a positive attitude.
Keen attention to detail necessary for successful documentation, planning, and execution.
Proficiency in data management systems, mail merges, statistics and basic computer applications (e.g., Word, Excel, PowerPoint).
Willingness and ability to learn additional applications as needed.
Creative, flexible and a sense of humor.
Ability and willingness to travel (by car, air, train, or bus) domestically as needed.
Ability and willingness to work weekends, evenings, and other non-traditional schedules.
Personal commitment to excellence and the mission of a top-tier small liberal arts college.
Develops a thorough knowledge of Bates history, academic, extracurricular and athletic programs, and its faculty, students and administration.
Maintains a thorough understanding of the college’s priorities and initiatives of the faculty and administration.
Commitment to equity and inclusion, and serving the needs of a culturally and educationally diverse community.
Benefits: Bates College offers competitive salaries, excellent benefits (health, dental, 9% retirement contribution with potential for an additional 3% match, 10 days of vacation*, 13 paid holidays, free parking, access to library and athletic facilities & more), and a supportive, collegial environment in a drug- and smoke-free workplace.
Equal Employment Opportunity Statement:
Bates College is committed to the principle of equal opportunity and providing an educational and work environment free from discrimination. The college prohibits discrimination on the basis of race, color, national or ethnic origin, religion, sex, sexual orientation, gender identity or gender expression, age, disability, genetic information or veteran status and other legally protected statuses in the recruitment and admission of its students, in the administration of its education policies and programs, or in the recruitment of its faculty and staff. Bates College adheres to all applicable state and federal equal opportunity laws and regulations. All college faculty, staff, students, contractors, visitors, and volunteers are responsible for understanding and complying with the Non-Discrimination Policy.
Inquiries concerning the college’s policies, compliance with applicable laws, statutes, and regulations (such as Title VII, Title IX, and ADA/Section 504), and complaints may be directed to Gwen Lexow, Title IX Officer, 207-786-6445 or via email at glexow@bates.edu.
About Bates:
Bates is internationally recognized as a leading liberal arts college, attracting 2,000 students from across the U.S. and around the world.
Since 1855, Bates has been dedicated to educating the whole person through creative and rigorous scholarship in a collaborative residential community. Committed to opportunity and excellence, Bates has always admitted students without regard to gender, race, religion, or national origin.
Cultivating intellectual discovery and informed civic action, Bates prepares leaders sustained by a love of learning and zeal for responsible stewardship of the wider world. Bates engages the forces — intellectual trends, demographic changes, and technology — that are transforming higher education and the world into which our students graduate.
Bates has highly competitive admissions, graduates over 90 percent of its entering students, and more than half of its alumni earn graduate degrees. Bates employs 200 faculty members and 550 staff.
The college is proud of deep roots in the Lewiston/Auburn community, Maine’s second-largest urban area with a population of approximately 65,000. Bates is located on a beautiful, 133-acre, traditional New England campus in Lewiston, an emerging city with an entrepreneurial climate, a lively arts scene, and a dynamic business community. Bates is 35 miles north of Portland, 140 miles north of Boston, and 350 miles north of New York City.
Founded in 1855, Bates is one of the nation’s leading liberal arts colleges, with a long history of commitments to principles of human dignity and diversity.Since its inception, Bates has been a coeducational, nonsectarian, residential college with special commitments to academic rigor and to programs and opportunities by qualified learners of all backgrounds. Historically, Bates students and graduates have linked education with service, leadership, and obligations beyond themselves.Bates has highly competitive admission, graduates over 90% of its entering students, and over half of its alumni earn graduate degrees. Bates has 1,700 students, 200 faculty members and 550 staff and administrative employees.The College is proud of its strong involvements in the Lewiston-Auburn communities, Maine’s second largest urban area, with a population of approximately 65,000. Bates is located on a beautiful, 109-acre, traditional New England campus in Lewiston, Maine, a lively small city enjoying an exciting economic and cultural revitalization. With an engaged citizenry, lively arts scene, and historic downtown, this walkable city is 35 miles north of Portland, 140 miles north of Boston, and 340 miles north of New York City.
