Administrative Coordinator, Advising

Responsibilities

• Serves as the first point of contact for visitors—including students, families, staff, and faculty—by providing general information and directing them to appropriate staff or departments.
• Responds to incoming calls on a five-line phone system, responds to chat inquiries, and ensures prompt, accurate assistance.
• Supports student peer advisors by offering administrative guidance, answering questions, and helping ensure they have the tools and information needed for success.
• Maintains office supplies and inventory. Proactively identifies and fulfills replenishment needs.
• Checks and manages office voicemail, forwarding messages as needed and updating the staff calendar to reflect appointments and availability.
• Sets up and coordinates meetings using the office’s scheduling system, ensuring accuracy and timeliness.
• Supports individual advisors with meeting coordination and event planning, including managing logistics, reserving rooms, arranging catering, and confirming all necessary details for successful execution.
• Affords administrative support for the e5 and Take Five Scholars Program, including advisor initiatives, special programming, and the Advisor Assignment process.
• Determines necessary follow-up actions, notifies advisors, and manages the underload review and approval process.
• Tracks and monitors submissions and generates semester statistical reports to document underload trends.
• Pulls and organizes data from internal systems. Formats and maintains Excel reports to support team analysis and decision-making.

Qualifications

• High School diploma or equivalent required.
• Associate’s Degree preferred.
• 2 years of administrative/office support and practical office experienceOr equivalent combination of education and experience required.
• Strong organizational skills, excellent customer service skills, and ability to multitask preferred.
• Ability to be sensitive to student and faculty needs preferred.
• Effective communication skills preferred.
• Accuracy and attention to detail and ability to proactively resolve problems to determine best course of action preferred.
• Ability to work collaboratively in a team-oriented environment with a friendly and professional demeanor preferred.
• Proficiency in Microsoft Office preferred.