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
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
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
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:
Education (include licenses, certifications,
- 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
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
- Ability to use independent judgment to make decisions to move
- 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
- Ability to create and maintain orderly databases and