Administrative Office Coordinator

Position Overview Reporting to the Associate Vice President for Advancement (AVPA), the Administrative Office Coordinator serves as the central administrative and operational support role for the Foundation, ensuring the efficient day‑to‑day functioning of the office. This position manages administrative processes, coordinates communications, supports donor and board activities, and assists with events and projects that advance the Foundation's mission. Duties and Responsibilities Manage front office operations, including phone, email, mail, and visitor reception Maintain office systems, supplies, and vendor relationships Provide executive‑level administrative support for the AVPA and the Director of Annual Giving and Engagement, as delegated by the AVPA Develop and maintain organized filing systems (digital and physical) Support basic financial processes, such as invoice tracking, expense reports, and reimbursements Coordinate logistics for board and committee meetings, including scheduling, materials, and minutes; and events, including registrations and materials Assist with preparation and distribution of meeting agendas and packets Maintain board records and governance documents Assist with donor correspondence, acknowledgments, and database updates Maintain accurate records in CRM or donor database Support stewardship activities and donor communications as needed Assist with the annual scholarship award process, including coordinating the seasonal flow of scholarship applications, recipient information, and related documents through the Foundation's scholarship management software Assist with planning and execution of Foundation events (e.g., donor recognition and fundraising events) Support special projects and initiatives led by Foundation leadership and Alumni Affairs colleagues Assist with drafting and formatting basic communications, newsletters, and reports Update website and social media platforms as directed Ensure consistent branding across materials Supervise student employees, if applicable Regular and predictable attendance required Perform other job‑related duties as assigned Minimum Job Requirements A high school diploma or equivalent certificate, with at least two years of administrative office support experience, preferably in a nonprofit, higher education, or professional office environment; or an equivalent combination of education and/or experience required. Knowledge, Skills, and Abilities Excellent organizational skills with strong attention to detail Ability to effectively organize, prioritize, and manage multiple tasks and competing deadlines while maintaining accuracy, attention to detail, and a high level of customer service Excellent communication and interpersonal skills, with a demonstrated ability to build and maintain effective working relationships Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) Ability to maintain confidentiality and exercise sound judgment when handling sensitive information Physical Demand and Working Conditions Work is generally performed in an indoor office environment during standard business hours. Occasional evening and weekend hours may be required to support events, meetings, and other activities Work is sedentary in nature that at times requires exerting up to 10 pounds of force frequently or constantly to lift, carry, push, pull, or otherwise move objects. Occasionally requires up to 25 pounds of force to lift, carry, push, pull, or otherwise move objects. Essential Functions: As defined under the Americans with Disabilities Act, these include the aforementioned duties and responsibilities, minimum job requirements, knowledge, skills, and abilities, as well as physical demands, and working conditions. This is not necessarily an all‑inclusive listing. Condition of Employment: Must pass a pre‑employment background check. Equal Employment Opportunity / Title IX/IPRA. Eastern New Mexico University does not discriminate on the basis of race, color, national origin, religion, sex (including pregnancy, gender identity, and sexual orientation), age, disability, genetic information, veteran status, or any other characteristic protected under federal, state, or local laws. If a reasonable accommodation is needed to participate in the job application or interview process, or to perform essential job functions, please contact the Office of Human Resources at View phone number on click.appcast.io. New Mexico is an open records state; therefore, ENMU complies with the Inspection of Public Records Act, NMSA 1978, Chapter 14, Article 2, from the Office of the New Mexico Attorney General. Any concerns regarding sex discrimination should be addressed to the Title IX Coordinator at either View email address on click.appcast.io, View phone number on click.appcast.io, or Curry Hall Office 127, 1500 S Avenue K, Portales, NM 88130. Requests for inspection of public records should be sent to View email address on click.appcast.io. For any other inquiries, please contact Human Resources at View phone number on click.appcast.io or e-mail View email address on click.appcast.io. #J-18808-Ljbffr Eastern New Mexico University