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

Description

Job Description

Job 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 record-keeping, 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
  
• Managing and responding to Career Education emails
  
• Serving as a greeter at the reception desk in Career Education
  
• Supporting the executive director with scheduling, record-keeping, 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 in-person, administrative office setting
  
• Enthusiasm about supporting college students
  
• Tech-savvy, including proficiency with Zoom and Google - - Suite 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 team-player with a can-do 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 high-capacity, fast-paced, multifaceted environment required.

Application Instructions:

• Applications must be submitted online through Arcadia's Human Resources portal to receive full consideration. Please do not email application materials to the hiring manager. Due to the volume of applications received, communication will generally be limited to candidates selected for additional consideration.
• Application review will begin immediately. Posting will be removed from the website once we've established a sufficient talent pool for consideration.

Arcadia University is a top-ranked private University in Greater Philadelphia that provides a values-based educational experience by placing students at the center. The Institute of International Education has ranked Arcadia first nationally in study abroad for 10 of the last 13 years, and the Princeton Review has ranked Arcadia among the "Best in the Northeast" for eight consecutive years. The University's Physical Therapy and Physician Assistant programs are nationally ranked in their respective categories by U.S. News & World Report, which cites Arcadia for being among the top study abroad programs and among the "most innovative," and "best value" colleges. Arcadia promises a distinctively global, integrative, and personal learning experience that prepares students to contribute and lead in a diverse and dynamic world. Through its community of practice and commitment to Justice, Equity, Diversity, and Inclusion (JEDI) and to combating anti-Black Racism, Arcadia has made facilitating a safe and welcoming environment a priority. Learn more about our vibrant community at

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 systemic discrimination and oppression.

We welcome candidates who can contribute to the diversity and excellence of our community. The successful candidate will demonstrate examples of ways they will incorporate our values. in their work.

At Arcadia University, our JEDI principles (Justice, Equity, Diversity, and Inclusion) are the foundation of our highly regarded, values-based learning community, which reflects the world in which we want to live. As such, Arcadia actively seeks and welcomes candidates of diverse backgrounds and abilities. Arcadia prohibits discrimination against individuals on the basis of ethnicity, national origin, ancestry, race, color, religion, creed, sex, gender, marital status, affectional or sexual orientation, age, gender identity, military or military veteran status, disability, family medical or genetic information, or any other legally protected characteristic. All offers of employment are conditional based on the successful completion of a background check. Employment may not begin until the University accepts the results of the background check.