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ESSENTIAL JOB FUNCTIONS
● Manages complex calendars and schedules meetings for the AFE team, ensuring all participants are prepared with necessary materials.
● Coordinates all physical and logistical requirements for on-campus and local AFE events, including room reservations, catering menus, and equipment setup; this excludes the primary coordination of Denison’s signature weekends, though the position provides vital on-site support during these peak times.
● Creates interior signage, and event tickets using Canva to support departmental branding and hospitality.
● Verifies and approves member requests for the University’s family Facebook page and LinkedIn page by confirming constituent status within Raiser’s Edge NXT.
● Processes invoices and reconciles expense reports for the AFE team using Workday to ensure accurate financial tracking.
● Supports the AFE team with travel arrangements and the preparation of travel itineraries as needed.
● Gathers and organizes promotional "swag" inventory, which includes retrieving items from storage areas and managing distribution for various engagement initiatives.
● Produces virtual meetings and webinars via Zoom and Google Meet, managing technical aspects such as speaker spotlights, breakout rooms, and attendee troubleshooting.
● Mentors student workers by assigning daily tasks, monitoring workflow, and teaching professional administrative skills as the primary backup to the Office Administrator.
● Tracks project milestones and team deliverables using Monday.com to ensure the office remains synchronized and meets deadlines.
● Anticipates and resolves administrative problems using initiative, flexibility, creativity, and a teamwork approach.
● Works independently and embraces inter-departmental collaboration to achieve departmental goals.
QUALIFICATIONS
Required
● High school graduate or equivalent and a minimum of two to three years of relevant administrative assistant experience.
● Must demonstrate excellent interpersonal and written communication skills.
● Proficiency in Google Suite, Canva, Workday, and Zoom.
● Must demonstrate an ability to work in a fast-paced environment and balance multiple projects at once while maintaining a focus on meeting deadlines and proofreading for accuracy.
● Must be able to maintain highly confidential information in a professional and discreet manner.
● Ability to work cooperatively with staff, faculty, students, and others in an environment which celebrates diversity.
● Physical ability to lift up to 25 lbs of event materials and reach for items stored overhead.
● Willingness to work evening and weekend hours as needed for Family Weekend, Big Red Weekend: Homecoming, Senior Send-Off, Reunion Weekend and any additional university events and functions.
Preferred
● Previous experience with Raiser’s Edge NXT or similar database management systems.
● Experience with project management platforms, specifically Monday.com.
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