Employment Opportunities

Position:
Records Secretary
Department:
Alumni Affairs
Date Posted:
04/08/2022
Closing Date:
Open Until filled

Description

  • Creates, maintains, and enhances the relationships between the alumni and the University;
  • Assists with alumni events locally;
  • Assists with annual events such as Alumni weekend, Homecoming, parents weekend, assembly meetings and class reunions;
  • Develops reports to support office efforts with alumni planning and implementing events;
  • Assists with and attends appropriate Alumni Association, Alumni Affairs, and Office of Development events;
  • Maintains office records and ensures adherence with policies regarding reporting and respective timelines.
  • Works and participates as an effective member of the overall team;
  • Performs other related duties for Alumni Affairs and Development as assigned.

Duties and Responsibilities

Primary Duties & Responsibilities

  • Maintaining comprehensive and accurate alumni and constituent records within the Office of Development Services under the direct supervision and advisement of the Development Services Manager;
  • Oversees the digitization of all hardcopy files of alumni updates, deceased records, and giving letters.
  • Manages the daily recording and processing of incoming and outgoing mail for the Office of Development- Alumni Affairs, Annual Fund, and Development Services;
  • Maintains the OAA Smartsheet Mail Log records of incoming checks to the Office of Development Services.
  • Manages the Funds Received by Mail records and processes for the Office of Development Services.
  • Manages the fiscal (budget) records and procurement process for the Office of Development- Alumni Affairs, Annual Fund and Development Services;

Marginal Duties & Responsibilities

  • Responsible for keeping inventory of all office supplies and placing orders for replenishment as needed;
  • Coordinates the budget process for travel arrangements as needed for the Assistant Vice President for Development and the National Hampton Alumni Association Board of Directors;
  • Serve as a second-tier support of the Gift Researcher in executing and/or supporting the gift research functions of Development Services.
  • Serve as a second-tier support of the Gift Researcher in managing the process of gift receipts and individualized acknowledgement letters for all gifts received in a timely and accurate fashion.
  • Serve as a second-tier support of the Development Data Specialist in executing, supporting, and maintaining any process involving the management and maintenance of donor or constituent personal records.
  • Performs general constituent records support, look-up, and research for internal and external customers;
  • Performs general administrative and clerical responsibilities including mailing, scanning, faxing and copying to internal and external contacts, as deemed necessary;
  • Communicates with internal and external constituents by phone, email, and mail in a timely and professional manner;
  • Answer phones promptly and uses good judgment to prioritize the distribution of messages in a timely manner;
  • Collaborates with Office of Development team members on daily tasks and special projects, while maintaining a high standard of professionalism through positive interactions in the execution of your duties;
  • Performs all other related duties as assigned.

Qualifications

The candidate must have excellent interpersonal skills, telephone etiquette, communication, and customer services skills. The applicant must possess knowledge of Microsoft Office and other database applications. The successful candidate must be punctual, a self-starter, and able to work well independently and with others. The candidate must be professional at all times with excellent time management and organizational skills

  • Operation of a computer is required with the ability to learn how to work relevant internal systems
  • Ability to juggle multiple projects with superb accuracy
  • Strong administrative skills
  • Exceptional customer service skills, over the phone and in person, with our customers and internal departments
  • Strong sense of urgency and problem solving skills
  • Oral and written communications skills.
  • Interpersonal skills using tact, patience and courtesy.
  • Establish and maintain cooperative and effective working relationships with others.

How to Apply

Please submit a cover letter, resume, and a completed Application for Educational Support Staff Employment either via email atHROffice@hamptonu.edu or fax to (757) 727-5969:

Office of Human Resources

Hampton University

Hampton, VA 23668

**No phone calls

**Incomplete applications will not be considered

**As a condition of employment, Hampton University requires all employees to be vaccinated against COVID-19 to include the COVID-19 booster, unless you submit and are approved for a medically contraindicated exemption or religious exemption.

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