Administrative Coordinator, Temporary - Glenside, United States - Arcadia University

Arcadia University

Verified Company

Glenside, United States

2 weeks ago

Posted by:

Mark Lane

beBee recruiter

Description

This position will play a temporary support role keeping operations running smoothly for teams leading career education and study abroad.

The ideal length of service would be late May 2024 through mid January However, if someone needed to complete their time with us in mid-December in preparation for a different opportunity in the new year, that would be workable.) We need a strong communicator with sharp organizational skills and attention to detail who looks forward to working on a college campus, with a schedule of Monday-Thursday in the office with the opportunity to be remote on Fridays.

(There also will be an opportunity for additional remote days over the course of June and July.) Although this is an administrative role, you will be a friendly face of the University and often stationed at a reception desk to greet students during the academic year.

Additionally, you will collaborate daily with a great team of passionate higher education professionals committed to advising students toward their educational and professional goals.

Location:
Glenside

Responsibilities:

You will execute administrative tasks to maintain smooth operations in the Office of Career Education and the Civic & Global Engagement House, and you will help coordinate and execute some of the teams' events.

You will also be the go-to person for the executive director's administrative support needs.

Plus, like everyone across our teams, you will perform related duties as assigned by your supervisor, within your scope of practice.

Administrative management duties include:

Calendar scheduling and managing mail, maintaining recordkeeping, coordinating workflows, ordering supplies, and facilitating paperwork processes, including moving contracts with vendors through the approval process
Liaising with public safety, IT, housekeeping, and select vendors
Supporting budget keeping, purchasing requests, reimbursement, vendor payments, credit card reconciliations, stipend payments, student travel funds, and staff travel management
Maintaining accuracy in our platform to connect students and employers (Handshake)
Maintaining order and stocking supplies across two kitchenettes
Monitor expenditures and revenues to stay within budget parameters
Serving as a greeter at the reception desk in Career Education
Supporting the executive director with scheduling, recordkeeping, reporting, and other projects as they arise
Working proactively to identify and support administrative needs across the team
Communicating with employers, students, and faculty, and staff seeking Handshake accounts
Supporting the maintenance and improvement of the teams' marketing material

Events support duties include:

Coordinating event logistics, such as room reservations, event floor plans, invitations, catering orders, and other logistics as needed
Partner with the team to develop and adhere to event budgets and regularly track event expenses
Research prospective vendor partners and collaborate with external vendors to successfully execute events
Coordinating and executing logistics on site at events; offering solutions and resolving problems as they arise
Supporting the evaluation of events and tracking notes for what to keep, what to change, and what to add based on feedback

Qualifications:

Desired qualifications and skills:

High school diploma and at least 5 years of office experience or college degree and some office experience
Experience in an inperson, administrative office setting
Enthusiasm about supporting college students
Techsavvy, including proficiency with Zoom and GoogleSuite as well as comfort with learning new systems and troubleshooting independently
Ability to demonstrate a commitment to diversity and inclusion in all areas of work
Track record of being a teamplayer with a cando attitude who communicates effectively and professionally across various stakeholder groups
Meticulous detail orientation
Action orientation and resourcefulness
A strong sense of urgency to meet deadlines
Comfort with financial recordkeeping
Experience with Salesforce and/or Handshake would be an asset
Ability to work independently and efficiently in a highcapacity, fastpaced, multifaceted environment required.

Application Instructions:

Application review will begin immediately. Posting will be removed from the website once we've established a sufficient talent pool for consideration.

Our belief and experience is that there is strength in diversity and we are committed to building a welcoming and inclusive environment for students and employees alike.

We are a community built on varied experiences and perspectives that benefits from open-minded discussion and cultural humility. Guided by our University's values, we are committed to justice, equity, diversity and inclusion, and we are working towards dismantling anti-Black racism/white supremacy and other forms of interpersonal and systemi