Administrative Coordinator

Embry-Riddle Aeronautical University
Florida, United States
Salary Not Specified
Jun 23, 2021
Employment Level
Employment Type
Full Time
Job Description

Embry-Riddle Aeronautical University is currently looking for an experienced Administrative Coordinator to help support the Philanthropy and Alumni Engagement team. This is a full-time, non-exempt position. Reporting to the Philanthropy & Alumni Engagement Division Administrator, the Administrative Coordinator is responsible for providing regularly scheduled weekly administrative support to multiple leaders and departments as well as addressing special projects as assigned.

Responsibilities include making complex travel plans and submitting complex travel expense reports, tracking division travel, reviewing and completing financial documents, producing financial reports, managing calendars and scheduling meetings, ordering supplies and services, entering contact reports, supporting prospect management projects, preparing for and staffing campus events, making event invitation calls and collecting and organize RSVP’s. The Coordinator will collect data, conduct research, and assemble complex reports with urgency and a high degree of accuracy.

The Coordinator must be a proactive, creative and tenacious problem-solver; unfailingly positive, engaging and gracious; professional, poised and polished; possess exceptional integrity and be very discrete with confidential material; have excellent written and oral communication skills; and work with a service-oriented outlook. The Coordinator must possess the ability to work with a sense of urgency. High attention to detail and commitment to producing excellent, finished work with minimal oversight.

Duties include the following:

  • Provide general administrative support for team members as assigned. Assist in travel planning, prepare business correspondence, prepare and enter reports describing contact with donors, create or complete financial documents, including reimbursements and purchase orders, using the University’s online systems and according to approved procedures. Monitor inventories and order supplies, conduct research. Collect, analyze, and synthesize data from multiple sources and produce complex reports. Interface with vendors as required. As directed, supervise student employees. Prepare proposals and other documents. Complete organizational tasks, including filing. Create presentations in PowerPoint.
  • Manage and organize the schedules and calendars of team members as assigned. Arrange meetings and schedule rooms. Request and confirm audio-visual or IT Services, equipment or support. Organize catering for meetings or activities.
  • Engage individuals contacting the unit and prepare and provide appropriately complete, accurate, courteous, and timely responses. Take RSVP’s for multiple events. Place calls to engage alumni and donor prospects.
  • Other duties as assigned.


At least five years of professional office experience

Strong attention to detail

Proficiency with Microsoft Office Programs, including Word, Excel, Outlook, and PowerPoint

Excellent written and oral communication skills

Self starter; able to work independently

Strong critical thinking skills

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