About American International College:

American International College is a private, coeducational institution of higher education located on a 88+ acre campus in Springfield, Massachusetts. The campus has 42 buildings on two sites approximately 1/2 mile apart with a total of approximately 888,000 gross square feet. Included in the inventory of buildings are student residences for a resident population of 900 students. Founded in 1885, the College has approximately 2200 graduate and undergraduate students. AIC offers a variety of undergraduate and graduate programs through the Schools of Business, Arts and Sciences; Health Sciences; and Education. The mission of the College is to transform student lives through career focused learning, with a strong foundation in the liberal arts, a commitment to serving the community, and a high level of involvement in the global economy.

AIC strives to create a diverse and inclusive campus community that is representative, at all job levels, of the students we serve. We are an EEO employer and we welcome applications from individuals for positions where they are underrepresented.


Job Description:

• Provides administrative support to the Vice President and the Advancement Leadership team, including scheduling and supporting meetings as requested. Coordinate and support logistical needs for special events in coordination with Institutional Advancement staff. Supports the IA Committee of the Board of Trustees in scheduling meetings, making meeting arrangements, preparing materials for meetings as directed by the VP or AVP, and maintaining and disseminating meeting minutes and notes. Supports the VP and Leadership Team as needed to prepare and format reports of the Committee to the Board of Trustees. Exercises the highest degree of confidentiality and discretion.
  
• Manages the business affairs of the Office of Advancement, including purchase requisitions and invoices, accounts payable, check requests, expense reports and monthly and annual budget reconciliations. Monitors office compliance with AIC policies and procedures, including time reporting. Establishes and oversees maintenance of centralized office files, both physical and digital. Ensures that basic office equipment, supply and logistical needs are met, in coordination with both other campus offices and external vendors. Makes arrangements for office meetings, including any physical plant or catering needs, on and off campus.
  
• Responds to or refers, as appropriate, inquiries from the public and office visitors via phone, mail and email. Monitors and responds to or refers, as necessary, to emails received via the general alumni email account. Ensures appropriate system of training and documentation by all employees, including student workers, to answer phones and respond to emails.
  
• Recruit, hire, train, schedule, and supervise work study students.
  
• Other duties as needed to fulfill the mission of the office of Institutional Advancement.
  

Requirements:

• Required Degree(s): High School Diploma or equivalent degree
  
• Preferred Degree(s): Associates Degree with 3+ years of experience
  
• Required Field of Expertise: 3+ years in a professional office setting, preferably in higher education; College-level office technology/organizational education and/or experience, and strong communications background preferred.
  

Knowledge/Skills/Abilities

• Proven organizational, editorial, interpersonal, and time management skills. Must be an effective writer and verbal communicator.
  
• Knowledge of and proficiency with PC (including Outlook, Excel and PowerPoint), and Raiser's Edge or other relational database.
  
• Ability to handle changing priorities and to respond to last-minute changes in calendar/schedule and make appropriate adjustments to work flow.
  
• Excellent organizational skills and a high degree of accuracy of work, with excellent attention to detail and the ability to multi-task and set priorities.
  

Additional Information:

Work Schedule

This is a full-time, non-exempt, benefits eligible position. Normal office hours are 8:30 am - 4:30 pm, flexible to the needs of the department. Occasional night and/or weekend event work required.

AIC reserves the right to fill this position at a level above or below the level included in this posting.

AIC is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.


Application Instructions:

Qualified applicants should save and submit the following documents with the online application.

• Brief cover letter
• Current resume
• Contact information for three professional references (one of which must be a current or prior supervisor)

Review of applications will continue until the position has been filled.