Human Resources

Title: Secretary - Alumni Relations
Classification: C2
Department: Alumni Relations

Job Summary:
Provides clerical support for the Alumni Relations Office.

Primary Duties & Global Responsibilities:  (Must be able to perform these duties; usually consist of more than 5% of your job.)

  • Generates a variety of materials such as reports, memorandums, correspondence, and forms using computer systems.
  • Proofread and correct materials; edits grammatical errors.
  • Performs receptionist duties such as receiving visitors, answering the telephone, taking messages.
  • Receives, opens, routes mail and may compose responses to standard inquiries.
  • Maintains filing and/or database and record keeping systems on paper and/or computer.
  • Prepares reports which may require compiling and computing statistical data.
  • Disseminates information which may require explanation and interpretation of the university/departments/divisions' policies and procedures.
  • Acts as a liaison between department supervisor and department staff and/or campus community.
  • Prepares IDC, travel vouchers, deposit requisitions and other forms for the department.
  • Assist with room set-ups when necessary.
  • Maintains records by performing duties such as monitoring, tracking expenditures, and preparing statements for distribution regarding the status of records, lists, or accounts.
  • Answer or refer inquiries from students, faculty, staff, alumni, and the general public regarding established policies and procedures; answer routine inquiries; and schedule appointments and meetings, facilities and events.
  • Compose Alumni Briefs.
  • Other related duties as assigned.

Secondary Duties & Responsibilities:  (Related duties in addition to primary duties and responsibilities, usually less than 5%).

  • Makes and confirms travel arrangements.
  • Assists with special events.

Minimum Required Qualifications:

  • High school graduate.
  • Minimum of two years of related work experience and/or relevant training.
  • Light lifting, up to 40 pounds.
  • Some night and weekend work, with corresponding adjustment of regular work periods.
  • Must have valid driver's license and be willing to drive short distances in connection with tasking.
  • Demonstrated experience to successfully perform mathematical calculations with speed and accuracy.
  • Ability to work under pressure and meet deadlines.
  • Ability to maintain positive interpersonal relationships.
  • Ability to operate office equipment.
  • Ability to provide quality customer service.
  • Ability to maintain satisfactory work performance and attendance records.
  • Possess strong verbal and written communication skills.
  • Type 45 wpm accurately; spelling competency (minimum 80% accuracy).
  • Experience with various computer software applications.

Desired Qualifications:  (Preferred in addition to required qualifications.)

  • Some college course work.
  • Experience in higher education.

Supervision Received:
Receives supervision and work assignments from a designated supervisor, although other staff members in the unit may provide work direction.

Supervision Exercised:
May be responsible for the coordination of work assignments for student employees.

Revised Date: August 2003 For questions regarding employment, email Human Resources Employment Information. TDD Callers: Call Michigan Relay Center 1-800-649-3777.