Administrative Assistant & Project Coordinator

Job Posting:

JR100544 Administrative Assistant & Project Coordinator (Open)

Department:

Office of University Relations, JM

Position Type:

Non-Regular Fixed Term (Fixed Term)

Open Date:

03-11-2025

Close Date:

04-08-2025

$26.45 per hour

Job Description:

This role is integral to the leadership team within the Office of University Relations, reporting to the Sr. Creative Director. It involves administrative duties and spearheading the planning, coordination, and implementation of creative/marketing projects across the university. As the Project Coordinator, responsibilities include translating strategies into actionable plans by identifying tasks and timelines, delegating tasks effectively, and ensuring timely completion of milestones. Moreover, maintaining open communication with both internal and external stakeholders to track progress and accommodate any necessary adjustments to project scopes are also key aspects of this role.

Principal Responsibilities:

• Serve as the first point of contact for the office, answer phones, receive guests, and schedule meetings.
  
  
• Carry out administrative duties such as filing, typing, copying, and scanning.
  
  
• Provides administrative and budgetary record keeping and support to ensure efficient operation of University Relations
  
  
• Process payment of invoices through the campus’ procurement software.
  
  
• Enters, updates, and retrieves information as needed. Creates reports as needed.
  
  
• Assists in preparing and administering department budget by updating accounts and running periodic reports.
  
  
• Make travel arrangements for senior staff such as arranging conference registration and booking hotels.
  
  
• Maintain supplies inventory and anticipating needs.
  
  
• Draft, edit, format, and revise a variety of documents and materials Proofread for grammatical, typographical, and basic content errors.
  
  
• Develop, implement, and maintain paper and electronic filing systems which meet department needs.
  
  
• Take the lead in conceptualizing, organizing, and implementing project coordination related to marketing campaigns across the university.
  
  
• Responsible for translating strategic marketing plans into actionable tasks and timelines. Identify all necessary tasks and deadlines within a marketing campaign or action plan and assign these tasks to appropriate team members.
  
  
• Oversee the progress of tasks, ensure milestones and deadlines are met, and address any obstacles that may arise.
  
  
• Keep both internal and external clients informed about the progress of work. They will also facilitate adjustments to project charters and scope of work agreements as needed.
  
  

Note:
The intent of this list of primary duties is to provide a representative summary of the major duties and responsibilities of this job. Incumbents perform other related duties assigned. Specific duties and responsibilities may vary based upon departmental needs.

Education:

• High School Diploma or equivalent required.
  
  

Experience:

• At least three to five years of experience providing project coordination and administrative support.
  
  
• Experience in working with Marketing and/or Creative teams preferred.
  
  

Other:
Applicants may be required to complete the institution’s required skills assessment to be considered. Some positions require specific skills such as word processing, spreadsheet, presentation, database, email or calendaring software, and Internet proficiency.

Skills, Knowledge and Abilities:

• Knowledge of Microsoft Office programs including Word, Excel, Outlook, PowerPoint and Adobe.
  
  
• Experience in Project management software and systems
  
  
• A high level of professionalism in all exchanges
  
  
• Self-motivated with strong organizational skills and attention to detail.
  
  
• Strong written and verbal communication skills.
  
  
• A high level of discretion and strong decision-making skills.
  
  
• Be able to work effectively with a team and with many diverse constituencies in a university environment.
  
  
• Have a high level of personal integrity and emotional intelligence.
  
  

Additional Job Information:

Coppin State University is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, creed, color, ethnicity, national origin, ancestry, religion, gender, sexual orientation, gender identity, genetic information, marital status, pregnancy, age, disability status or veteran status. View the EEOC Know Your Rights poster for more information regarding your rights under the law.

If you experience difficulties utilizing the online application system or you require reasonable accommodations during any part of the pre-employment process, please contact Human Resources at AskHR@coppin.edu. Please note that only inquiries regarding a request for reasonable accommodation or system issues will be responded to when contacting this e-mail account. Reasonable accommodation will be considered on a case-by-case basis.