Job Title: Secretary
Department: Office of Alumni Relations
Reports To: Chief Operating Officer, ECU Foundation
FLSA: Non-Exempt
SUMMARY:
The secretary of the Office of Alumni Relations is responsible to help facilitate the operations of the Office of Alumni Relations in conjunction with the ECU Foundation.
Essential Duties and Responsibilities
• Greet visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs.
• Arrange banquets, meetings, and travel reservations in coordination with the Director of Alumni Relations and the Chief Operating Officer of the ECU Foundation.
• Complete forms in accordance with University and Foundation procedures.
• Compose, type, and distribute routine correspondence and reports.
• Help to maintain the accuracy and integrity of the ECU alumni database and the ECU Foundation financial database.
• Mail and/or Email newsletters, promotional material, and other information as requested.
• Schedule and confirm appointments for the Foundation COO and Director of Alumni Relations.
• Set up and maintain paper and electronic filing systems for records, correspondence, and other material.
• Learn to operate new office technologies as they are developed and implemented.
• Manage projects as requested and contribute to committee and team work.
• Order and dispense supplies as needed.
• Operate office equipment such as, copiers, and phone systems, use computers for spreadsheet, word processing, database management, and other applications.
• Process deposits in conjunction with ECU Foundation procedures.
• Prepare and disseminate scholarship letters in conjunction with Foundation processes.
• Attend Foundation and/or Alumni Board meetings as requested to prepare minutes.
• Create social media and email content using Canva or other software.
• Limited evening and/or weekends may be required.
• Other duties as assigned.
Essential Functions:
• Must have excellent interpersonal skills and be able to establish and maintain positive relationships with supervisors, co-workers, students, alumni, and friends of the institution and other members of the University community.
• Must be organized.
• Must be detail oriented.
• Must be able to multitask and prioritize duties.
• Must be able to work independently
• Must have knowledge of Microsoft Office Suite (Excel, Word, Power Point)
• Knowledge of Blackbaud products is a plus and preferred
Qualifications:
High School Degree or equivalent required. Two years of experience in an office setting is required. Bachelors or pursuant of a Bachelors in Business, Marketing, or Communications is preferred.
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. The employee must be willing to work evenings and weekends for special events and travel regularly.
Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.
Salary: $28,000 – $30,000
TO APPLY: Applications should consist of (1) a detailed cover letter addressing the expectations of the position; (2) a current resume/curriculum vitae; (3) a list of three professional references with complete contact information and a notation describing the work relationship with each; (4) unofficial transcripts from all degrees; and (5) a completed *Disclosure Statement. (Official transcripts are required upon hiring.)
Applications should be sent electronically to Employment Services at es@ecok.edu. Application review will begin immediately and continue until the position is filled. For more information about ECU, visit our website at http://www.ecok.edu.
***Please do not include a full Social Security Number on documents. Please provide only the last four (4) digits. We may never receive your information if a full Social Security Number is listed on any document. Our email system will reject emails if it detects a full Social Security Number, therefore Employment Services will not receive your information. ***
East Central University, in compliance with all applicable Federal and State laws and regulations, does not discriminate on the basis of race, color, national origin, sex, age, religion, disability, sexual orientation, genetic information, or status as a veteran in any of its policies, practices, or procedures. This includes but is not limited to admission, employment, financial aid, and educational services. The following person has been designated to handle inquiries regarding the non-discrimination policies: Employment Services Director, 1100 E. 14th St., Admin. 160, Ada, OK 74820, (580) 559-5260.