Administrative Coordinator

Position Title:

Administrative Coordinator

Position Type:

Full time

Location:

Bucknell University

Categories:

Staff Non-exempt

Job Summary:

The Dominguez Center for Data Science and the Perricelli-Gegnas Center for Entrepreneurship & Innovation at Bucknell University seek applicants for a new Administrative Coordinator position. This position provides essential administrative and programmatic support to both Centers, plans and develops programs in conjunction with the Center Directors, maintains budgets and records pertaining to program expenditures, provides grants management, implements policies and procedures, and organizes the activities and agenda for these Centers’ programs and initiatives. This position reports to the two Center Directors. This position is donor-funded through June, 2027, and is renewable pending additional funding. It is a priority for Bucknell to secure funding to make this position permanent.

Job Duties:

Program Development, Assessment:  In collaboration with the Directors, develop, implement and coordinate programming, events, meetings and special projects. Work with directors to collect/analyze data to assess programs annually or as needed for reporting purposes.  Maintain databases, records and statistical information. 

Program Logistics and Support: Coordinate logistics for meetings and events for guest speakers, seminars, faculty/student talks, such as scheduling rooms, ordering food and preparing handout materials. Support workshops/programs in such ways as maintaining registrations, communicating with potential attendees, arranging travel, materials preparation, payment processing, and any follow-up transactions.

Administrative Support and University Liaison: Maintain current knowledge of University programs, systems, policies and procedures. Process routine correspondence, mail, and purchasing supplies in a timely and efficient manner.  Actively contribute to Bucknell’s efforts to foster a diverse and inclusive campus community and a sense of belonging for everyone in the Bucknell community. 

Serve as a liaison between students, faculty, staff, other departments, and/or external constituencies on day-to-day operational and administrative issues related to the Centers’ initiatives and designated programs. Develop positive relations within the departments across campus as well as the community and external constituencies.

Budget and Grant Management:  Maintain budgets and track program expenditures and other financial transactions including, but not limited to, creating invoices, purchase orders, student payroll, reimbursements, maintaining records of orders, ensuring budgets are balanced appropriately. Assist with duties associated with grant funding including pre- and post-award financial support, in areas such as purchasing, budget monitoring, and working closely with the Offices of Sponsored Research and Finance for financial processing and reporting. 

Communications: Coordinate internal and external communications with various stakeholders (faculty, students, administrators, staff, alumni, industry contacts, etc. Maintain/update website(s), blog(s) and social media platforms. 

Staff Oversight: Assist with managing temporary staff and/or student employees.

The job description's listed responsibilities and tasks are not exhaustive, additional non-essential tasks and responsibilities may be assigned as needed.

Minimum Qualifications

• High School diploma or equivalent
• One Year professional work experience as administrative assistant or similar
• Experienced in Google Products (Docs, Slides, Sheets), Adobe or similar

Preferred Qualifications:

• Education & Experience: Bachelor's degree +1 year experience, or Associate's degree + 3 years experience, or High School Diploma/Equivalent + 5 years experience
• Experience with enterprise management software (such as Workday)

Physical Requirements:

• Able to occasionally move up to 25 lbs. with or without accommodations.
• Able to remain in a stationary position for extended periods of time; operate a computer and use a mouse/keyboard for long periods of time.
• Able to move about the office to access file cabinets and office machinery such as copiers and printers.
• Able to work in an environment with multiple competing deadlines and frequent interruptions.

Job Exempt:

No

Salary Range:

19.