The Administrative Coordinator will independently conceptualize and execute the operations of the Office of Special Events, managing the day-to-day complex financial processes, office priorities and operations. They will work to create and execute schedules, manage budgets, greet and communicate with staff and guests, and maintain an effective workflow in the office. The administrative coordinator may also take on many other duties regularly associated with procedure management. The position supports the financial health of the department in close collaboration with Procurement and Accounts Payable.
This individual will be adept at managing multiple projects and tasks simultaneously utilizing project management skills. The Administrative Coordinator will provide a high level of customer service to establish effective communication channels, and act as a liaison with internal and external constituents. This individual must have strong interpersonal and communications skills and the ability to work effectively with a wide range of constituencies in a diverse campus community while navigating a large, complex organizational structure. They will work with a vast array of constituents including, donors, trustees, leadership volunteers, senior leadership, the president, vice presidents, deans, and development colleagues.
The Administrative Coordinator must be highly skilled in organizing resources and establishing priorities, and have the ability to develop, plan, and implement short and long-range goals. Additionally, they must possess the ability to make procedural decisions and judgments, perform complex tasks, maintain confidentiality, and to prioritize multiple projects. The successful candidate will thrive in a fast-paced and dynamic work environment.
Successful candidates must have the availability to work weekends and/or after regular business hours and travel approximately 10% of the time (locally and regionally). They must also have access to a personal vehicle on a regular basis for event-related tasks.
Example Duties to include:
- Office/Team Financial Reconciliation
- Manage account transactions and billing procedures
- Manage Vendor invoices and correspondence
- Manage office inventory and event supply regulation
- On site event management
- Email correspondence and customer service
- Scheduling meetings
- Travel Arrangements
Education (include licenses, certifications, etc.):
Bachelor’s degree required.
A minimum of four years of administrative experience. Some experience in a direct customer service environment, and experience tracking and understanding budgets/budget process required.
Knowledge, Skills, and Abilities:
- Excellent verbal and written communication skills.
- Excellent customer service skills
- High attention to detail.
- Strong interpersonal skills that will enable him/her to work well with diverse groups of constituents.
- Ability to meet tight deadlines and handle multiple responsibilities.
- Ability to use independent judgment to make decisions to move projects forward.
- Ability to maintain confidentiality.
- Ability to work with minimal supervision.
- Knowledge and understanding of MS Office software.
- Team player.
- Strong organizational skills.
- Ability to maintain flexibility and adapt quickly to fast-paced environment.
- Ability to create and maintain orderly databases and files.