Administrative Coordinator

Key Responsibilities

• Acts as a primary resource for students and families by explaining essential office procedures, ranging from housing selection and room changes to daily services like laundry and maintenance requests.
• Assists in the development and distribution of key informational materials, such as the Welcome Home Guide and housing brochures, to ensure the campus community is well-informed.
• Manages administrative workflows by processing data from digital notifications and proactively following up with students to ensure housing protocols are completed on time.
• Serves as the primary point of contact by managing department emails and calls, coordinating various digital calendars, and handling all incoming mail and equipment maintenance.
• Manages the full purchasing lifecycle, from inventory tracking and ordering supplies via University systems to processing payments, deposits, and budget re-allocations through the Bursar and Accounts Payable.
• Facilitates office efficiency by overseeing technology upgrades and e-waste disposal, while actively supporting the hiring and recruitment needs for various Auxiliary Services departments.
• Configures core semester parameters, including rates, room types, and meal plans within the housing database and manages the transition of physical records into digital logs.
• Generates vital semester reports such as rosters and room changes while coordinating the administrative side of housing transitions, including early arrivals, break housing, and end-of-semester checkout procedures.
• Oversees the entire lifecycle of residential access by managing key distribution, tracking temporary cards, and enforcing student accountability for protocols while coordinating dining hall entry for non-residents.
• Serves as the primary liaison between Maintenance, Life Safety, and janitorial services to manage building inspections, fire system testing, and vacant space turnovers, while documenting violations and incident reports through systems like Maxient.
• Optimizes departmental efficiency by managing and updating diverse digital platforms and administrative tools, including Drupal web pages, Qualtrics surveys, Google Drive, Banner databases, and DocuSign workflows, to ensure accurate information delivery and streamlined data processing.
• Synchronizes housing and dining timelines with key campus partners, such as the Bursar, Registrar, and Dean of Students while coordinating with the Health Center and Admissions to manage student eligibility and recruitment.
• Serves as the primary liaison for external vendors to resolve issues with laundry, vending, pest control, and PPL utilities, while also managing the repair of CBord access equipment.
• Manages the full lifecycle of meal plan billing, oversees affiliated housing eligibility for SouthSide Commons, and maintains compliance with external entities like the U.S. Census Department.

Qualifications

• A High School Diploma or GED; Bachelor's Degree preferred
• Three to five years of related work experience
• Strong written and verbal communication skills for interacting with students, staff, and vendors
• Customer service orientation with ability to handle inquiries professionally and efficiently
• Excellent organizational and planning abilities to manage multiple tasks and priorities
• Problem-solving skills and sound judgment when addressing housing-related issues
• Adaptability to work in a fast-paced environment with changing priorities
• Initiative to identify and resolve operational challenges independently

Why Choose Lehigh University?

Join a community where innovation meets tradition on our beautiful 2,350-acre campus in Bethlehem, Pennsylvania. Lehigh University offers more than just a job – we provide a career path within a supportive academic environment that values professional growth and work-life balance. As part of Auxiliary Services, you'll contribute to essential campus operations that enhance student life and support our mission of providing transformative educational experiences. From residence halls to dining services, our department creates the foundation for student success.

Special Considerations

• This position has direct contact with minors, therefore a background check is required.
• The duties of this position may allow the employee to work partially remote as deemed appropriate by their supervisor.