Administrative Assistant

General Statement of Duties: The Administrative Coordinator is primarily responsible for the day-to-day overall function of the office. The incumbent will perform a complex and wide range of administrative activities related to data management, record-keeping, office administration, and event logistics. The ideal candidate will communicate directly with alumni as an extension of the DAR office, with accuracy, professionalism, and timeliness. Works independently and as part of a team in a dynamic, fast-paced work environment, juggling multiple and changing priorities and responding to the strategic needs of the department fundraising teams more broadly. Manages internal and external mailings including bi-weekly gift acknowledgements and project-based mailings. Supports Associate Director with event logistics for 15+ events including alumni events, dental specialty conferences, and Board of Fellows meetings. Organize and ship materials to events Liaison with vendors, as assigned. Research venues, secure quotes, and collaborate with DAR team on strategic decisions, as assigned. Assist with event registration list management and input event attendance into Advance donor database. Books space for meetings and creates Outlook calendar invitations. Monitors the department budget and tracks expenses; processes reimbursements and invoices for payment; orders supplies and other materials as necessary. Manages calendars on behalf of the Associate Dean and the department. Oversees department supplies and restocks supplies as needed. Manages inventory and distribution of HSDM promotional materials. Processes Concur reports. Books travel for Associate Dean through Egencia. Manages annual Holiday card mailing project. Support fundraising activities as available/appropriate. Creates nametags and provides event support as needed. Contributes to the mission and vision of HSDM and models the School’s core values in all facets of the work. Performs other related duties as assigned or requested. Required skills: The ideal candidate will be trained to use Advance independently to make necessary data entry, biographical updates, and other duties, as assigned. Diplomacy, tact, collaboration, maturity, ability to maintain confidentiality, and organizational skills necessary. #J-18808-Ljbffr ACL Digital