Administrative Coordinator

Job Title

Pay Range: $30.00hr - $40.00hr

Requirement/Must Have

• Requires 2+ years of related experience.
• Strong verbal and written communication skills.
• Ability to work independently with minimal supervision and direction.
• Ability to plan, prioritize, and track work.
• Basic or better proficiency on common office software.
• Diplomacy, tact, collaboration, and maturity.
• Ability to maintain confidentiality.
• Strong organizational skills.
• Technical proficiency with PCs, databases, and email.

Responsibilities

• Coordinates and has direct responsibility for a program, project, or event.
• Creates and implements administrative systems to manage area of responsibility.
• Serves as main source of information, effectively responding to inquiries from potential customers, participants, and academic collaborators.
• Prepares and maintains records, reports, budget, and plans.
• Maintains web pages, websites, or program materials.
• Works independently and as part of a team in a dynamic, fast-paced work environment, juggling multiple and changing priorities.
• Manages internal and external mailings including bi-weekly gift acknowledgements and project-based mailings.
• Supports event logistics for 15+ events including alumni events, specialty conferences, and board meetings.
• Organizes and ships materials to events.
• Acts as a liaison with vendors as assigned.
• Researches venues, secures quotes, and collaborates on strategic decisions.
• Assists with event registration list management and inputs attendance into donor database.
• Books space for meetings and creates calendar invitations.
• Monitors the department budget and tracks expenses.
• Processes reimbursements and invoices for payment.
• Orders and restocks department supplies and materials as necessary.
• Manages calendars on behalf of the Associate Dean and the department.
• Manages inventory and distribution of promotional materials.
• Processes expense reports.
• Books travel for leadership through travel management systems.
• Manages annual holiday card mailing projects.
• Supports fundraising activities as available and appropriate.
• Creates nametags and provides event support as needed.
• Contributes to the mission and vision of the organization and models core values.
• Performs other related duties as assigned or requested.

Nice to Have

• The ideal candidate will be trained to use Advance independently for data entry and biographical updates.

Skills

• Administrative Coordination.
• Project Management.
• Event Logistics.
• Budget Tracking.
• Calendar Management.
• Database Entry.
• Office Software.
• Vendor Liaison.
• Travel Coordination.

Qualification And Education

• 2 to 3 years of related experience.