Administrative Coordinator: Collaborative Learning Institute (CLI)

Administrative Coordinator

The Administrative Coordinator provides comprehensive administrative and operational support for the Collaborative Learning Institute (CLI). This position serves as a primary point of contact for students, visitors, faculty, staff, employers, vendors, and community partners while helping to ensure that CLI's daily operations, facilities, events, contracts, invoicing, and administrative processes are organized and running smoothly. The Administrative Coordinator maintains a welcoming and professional environment for students and visitors and works closely with CLI Leadership and university departments to coordinate the logistical and administrative needs of the Institute. The position requires strong organization, attention to detail, follow-through, customer service, and the ability to manage multiple priorities in a fast-paced learning and event environment.

Responsibilities

• Front Desk & Reception Serve as a primary point of contact for students, visitors, faculty, staff, employers, community members, and other guests entering the Institute. Greet students and visitors in a warm, welcoming, and professional manner. Provide basic information regarding CLI programs, schedules, events, facilities, and office procedures. Direct students, visitors, and guests to the appropriate staff member, classroom, meeting space, or campus resource. Monitor the reception area and ensure visitors receive timely assistance. Answer and respond to general inquiries and direct questions to the appropriate CLI staff member or university department.
• Office & Facilities Coordination Coordinate day-to-day office operations and administrative needs for CLI. Monitor office supplies and maintain adequate inventory of paper, office supplies, water, and other commonly used materials. Order and restock supplies as needed or as requested by CLI Leadership. Receive, sort, and distribute mail and deliveries. Maintain and organize CLI's two designated storage areas. Coordinate with Colonial Central, Information Technology (IT), and other university departments as needed. Maintain the CLI classroom, conference room, reception area, and other designated spaces on a daily basis. Ensure CLI spaces are appropriately prepared and maintained for meetings, classes, and events. Assist with the preparation and organization of materials and spaces to support the daily operation of the Institute.
• Contracts & Agreement Support Create and enter contracts and agreements into Workday as directed by CLI Leadership. Maintain the CLI tracking spreadsheet for agreements and contracts. Monitor agreement information and maintain accurate and up-to-date records. Support CLI Leadership with administrative follow-up related to contracts and agreements.
• Tuition Discount Agreement Support Monitor tuition discount agreements and notify CLI Leadership of upcoming renewals and required action. Provide necessary contact information and documentation related to tuition discount agreements prior to renewal. Complete and coordinate required updates for Edcor/FedEx as required by the Tuition Discount Agreement (TDA) process. Maintain accurate records related to tuition discount agreements and renewals.
• Invoicing & Financial Administrative Support Create invoices as directed by CLI Leadership. Monitor invoice and payment activity and notify appropriate RMU staff when payments are received or past due. Complete required control sheets and deliver checks to Student Financial Services. Maintain CLI accounts within Touchnet, excluding Career Fair transactions. Assist CLI Leadership with routine financial and administrative processes as assigned. Maintain accurate documentation and records related to CLI invoicing and payments.
• Event Coordination & Support Coordinate the administrative and logistical needs of CLI events as directed by CLI Leadership. Maintain the CLI event calendar and ensure scheduled events are accurately reflected. Coordinate with the UPMC Events Center, as needed, to arrange facilities, room setups, logistics, and other event requirements. Work with Parkhurst and outside vendors to coordinate food and catering for CLI events. Communicate event requirements and logistical details to appropriate university departments, vendors, employers, and other partners. Ensure classrooms, conference rooms, and event spaces are set up according to specifications provided by CLI Leadership and employers. Prepare and organize learning materials, name tents, posters, directional signage, handouts, and other event materials. Attend corporate training events with professional dress and work as a liaison for training participants and the CLI Ensure required materials are printed, organized, and placed appropriately prior to events. Assist with on-site event logistics and address routine administrative or logistical needs as they arise. Ensure event spaces are returned to an appropriate condition following events.
• Other Support with Handshake - event and job approvals Perform other administrative duties and special projects as assigned in support of the Collaborative Learning Institute.

Minimum Qualifications

• High school diploma or equivalent required; Associate's or Bachelor's degree preferred.
• Proven experience (typically 3+ years) as an administrative assistant, preferably supporting a senior-level manager or multiple programs.
• Exceptional organizational and time management skills with the ability to prioritize tasks and meet deadlines.
• Strong attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Experience with database management (e.g., Salesforce) is a plus.
• Experience with Project Management software is a plus.
• Ability to work independently and as part of a team.
• Proactive and resourceful problem-solving skills.
• Ability to maintain confidentiality and exercise discretion.

RMU complies with all applicable federal, state and local laws and provides equal opportunity in all educational programs and activities, admission of students and conditions of employment for all qualified individuals regardless of race, color, sex, religion, age, disability, sexual orientation, or national origin.

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