Administrative Coordinator, Office of Advancement Services

About the role

The Administrative Coordinator will oversee all internal administrative operations in the Office of Advancement Services (OAS) Customer Success & IT Services (CS&ITS) and provide executive level support to the Senior Director for CS&ITS. The Administrative Coordinator will provide administrative support and perform general office management duties necessary for the efficient operation of an office, unit, or program. The responsibilities of this role require significant collaboration and coordination with others.

Responsibilities

• Plan, support, and organize daily activities of the office, unit, or program.
• Manage team or individual calendars, plan and schedule meetings, and coordinate associated logistics.
• Prepare meeting materials (e.g., draft agenda, collect relevant information) and provide staff support for meetings.
• Record and draft meeting minutes, monitor and follow-up on action items.
• Coordinate and provide various general office services, e.g., payroll, purchasing, records control, office moves/renovations, repairs and maintenance.
• May serve as the liaison or contact with internal and external service providers.
• Identify and resolve administrative problems and issues.
• Analyze operating practices, processes and procedures (e.g., record keeping systems, forms control, office layout, workflow requirements).
• Develop and recommend administrative processes/procedures to assure efficiency in general office operations; interpret and communicate operating policies
• Develop and compile reports.
• Assist with the preparation of presentations.
• Assist with planning special events/functions, including workshops, conferences, etc.
• Perform non-routine and confidential administrative functions, as needed.
• Coordinate work assignments of students and/or temporary office support, as needed.
• Coordinate preparation, set up and logistics for events/functions.
• Assist with basic financial tasks, e.g. expense reports, invoices, reimbursements.
• Other duties as assigned.
• Perform budget analysis for expenditures and actioning procurement activity for all enterprise DAR application and software licenses managed by OAS.
• Proactively anticipates future needs of the Senior Director and demonstrates responsiveness, strong customer service, independent thinking and solid judgment in a demanding and fast-paced environment.
• Must be able to exercise independent judgment in the resolution of administrative problems, and communicate with all levels of internal and external administrative and academic leaders, university staff and faculty and other stakeholders.
• The position will perform under pressure with a high degree of accuracy and diplomacy.

Requirements

High school diploma or graduation equivalent. Two years of related experience.

Qualifications