Administrative Support Coordinator (Administrative Support Coordinator I), Advancement Services

 

 

Job Summary:

The Administrative Support Coordinator provides essential administrative and clerical support to the Office of Advancement Services and Operations under the direction of the Associate Vice President. This position helps maintain the smooth functioning of daily office operations by supporting scheduling, organizing meetings, maintaining records, processing standard financial paperwork, and assisting with basic payroll tasks. The coordinator plays a key role in supporting Advancement’s broader goals by handling routine office needs and assisting with events and communications to ensure the office remains organized, responsive, and effective. This position is critical to maintaining continuity and consistency in office procedures and provides valuable support to staff across the unit.

Duties and responsibilities

General Administrative Support for Advancement Services

Provide a full range of clerical and general administrative support to assist with the day-to-day operations of the Office of Advancement Services and Operations within University Advancement by handling multiple work unit priorities and offering creative solutions when appropriate. Responsibilities include, but are not limited to, scheduling and confirming meetings, mail distribution, filing, and organizing physical and digital records, and assisting in setting up meeting logistics such as room reservations, basic materials, and reminders. Support the Associate Vice President by helping maintain their calendar through coordinating availability with internal contacts, resolving scheduling conflicts, and preparing standard correspondence and forms for review and signature. Assist with general event preparation by organizing material, assisting with setup, and providing on-site help as directed to ensure events run smoothly. Maintain a clean and organized office suite stocked with necessary supplies, including monitoring shared spaces like the conference room are prepared for daily use. Assist with the preparation of timesheets and serve as backup for basic timekeeping functions to support accurate reporting. Under general supervision, assist coordinating travel arrangements and complete required travel documentation in accordance with campus procedures. Accountable for work results.

Administrative Processing and Office Coordination

Assist with routine office processes such as preparing standard forms for purchases, reimbursements, and basic requisitions in accordance with established policies and procedures. Track and file receipts, invoices, and records related to purchases or credit card use to accurately track financial data and make projections. Support the intake and routing of incoming mail and materials, ensuring timely delivery to the appropriate office. Assist in reviewing student and staff timesheets for completeness prior to submission and follow up with individuals to resolve missing or incorrect entries, as needed. Monitor supply inventory and responsible for ordering routine office or breakroom items to ensure necessary materials are available for daily operations. Provide general office coverage, lead work direction, and training to other staff members when needed.

Support for Meetings and Division-Wide Communications

Provide clerical assistance for division-wide meetings and internal projects that may require coordinating with individuals at all levels within the organization. Responsibilities include, but are not limited to, assisting with the collection of information such as RSVPs and basic event materials; supporting the preparation of standard meeting documents, including sign-in sheets, printed agendas, or note taking when requested; assisting with the distribution of reminders and updates to staff under direction; and helping maintain contact lists and distribute division communications prepared by others.

Support for Philanthropic Foundation Activities

Assist with routine administrative tasks to support meetings and activities related to the Philanthropic Foundation. Assist with calendar holds, preparing name tags or printed items, and setting up or cleaning up spaces for meetings. Provide support to senior staff by maintaining simple attendance records or distributing meeting notices as directed. Under general direction, assist with uploading or organizing public-facing materials such as meeting agendas or minutes.


Other classification related duties as assigned

Perform other general office duties and assist with special projects or support requests as assigned by the supervisor.

Minimum Qualifications:

• High school diploma or its equivalent
• Three years of progressively responsible experience in general office clerical or secretarial work or the equivalent.