Administrative Assistant
PRIMARY OBJECTIVE: The administrative assistant position coordinates and manages software systems, transportation resources, and events for the Center for Community Engagement and Social Change. This role will act as the primary administrator and trainer for the Give Pulse Volunteer Management system, oversee the service shuttle, coordinate a team of service shuttle drivers, and provide full-range support for all campus events. This is a part-time, permanent position requiring 15 hours/week.
DUTIES:
- Serve as administrator for Give Pulse, the volunteer management software system that promotes volunteer opportunities, tracks volunteer activity and produces institutional reports.
- Serve as primary contact for community partners interested in posting volunteer opportunities
- Train all Give Pulse administrators (community partners/LU staff and faculty, student organization leaders) on system features and usage
- Maintain data and process clean up reports on a monthly basis
- Produce term metrics on a termly basis for institutional reports
- Create and/or maintain communication and promotional tools to encourage Give Pulse usage
- Work closely with Office Manager student staff to bring data to life through storytelling, graphics, etc.
- Manage weekend service shuttle that provides greater access for Lawrentians to serve: hire/support student drivers, process weekly volunteer needs, reserve vehicles, communicate with all parties (driver/requestor/facilities) on a weekly basis
- Provide support for all-campus events
- Identify and reserve appropriate rooms and/or spaces for event including equipment/catering
- Ensure events are posted to appropriate websites including CLC website, Lawrence Link, LU calendar
- Provide ongoing communications with invited guests (students/staff/faculty/community partners) and registrants
- Support event owner in event execution on day of event including event set-up and take-down.
- Develop and communicate event results (attendance, response rate, verbatim comments, surveys, etc.) as identified in conjunction with event owner.
- Develop online resources that support students interested in pursuing alternative break volunteer opportunities (local and global) as well as social justice education
- Maintain databases for communication with key constituents (weekly student newsletter, community partner correspondence)
- Manage CCE facility: request IT and facilities help when needed, approve room reservations, and maintain space
- Provide administrative support in absence of the CCE director
WORKING RELATIONSHIPS:
This individual will work extensively with Center for Community Engagement and Social Change (CCE) staff, students, community partners and other staff across Lawrence Campus. As the CCE reports to the Center for Career, Life, and Community Engagement (CLC), there may be opportunities to work in partnership with CLC team members.
KNOWLEDGE AND SKILLS REQUIRED:
1. Excellent oral and written communication skills
2. Ability to work independently while maintaining collaborative spirit with supervisor and colleagues
3. Strong time management skills; ability to prioritize and manage multiple tasks simultaneously and excellent attention to detail and ability to problem solve.
4. Solid technical skills (Microsoft Office including Excel, Word, PowerPoint) and willingness/aptitude to learn other applications as needed.
5. Sensitivity for and confidentiality of materials/information processed.
6. Willingness to work extended hours, including evenings and week-ends for special events