Administrative Coordinator

Job Responsibilities

Reporting to the Office of the President Executive Director, the Administrative Coordinator actively engages in the university's mission, vision and values and works to deliver an exceptional customer service experience. As part of a division-wide support team, the incumbent serves as receptionist for the President's Suite; provides administrative support for the President's Office, Office of University Events and Office of the General Counsel; assists with planning, promoting and executing official functions/events; and serves as manager for the President's Residence.

Serves as receptionist for the President's Suite:

• Greets visitors.

• Manages hospitality functions for the office, including maintaining reception area amenities.

• Follows established policies, procedures, and systems to ensure productive and efficient daily office operations.

• Answers phones and prioritizes incoming requests.

• Resolves routine customer service issues; routes more complicated issues to the appropriate staff member.

Oversees university-related activities and operations at the President's Residence:

• Serves as a liaison between the President and his spouse and internal partners and authorized external contacts.

• Maintains pertinent inventories, including cleaning and event supplies and equipment, and coordinates the house calendar to ensure the house and grounds are appropriately prepared for university-related events and activities.

• Coordinates maintenance and repair of the residence, including furniture and accessories, and grounds.

• Creates and maintains monthly, quarterly and annual home maintenance checklists and reference manuals of contractors and house-related procedures.

• Manages and schedules housekeeping staff and schedules deep cleaning as needed throughout the year.

• Prepares correspondence, reports and documents, including budgetary, related to managing the President's Residence.

• Performs university-related errands on behalf of the family as needed.

Assists with financial processes:

• Reconciles procurement cards for the President's Office.

• Prepares and monitors requests for reimbursement/disbursement.

• Processes billing.

• Submits purchase requisitions.

Provides administrative support for the President's Office, Office of University Events, and Office of the General Counsel:

• Performs general clerical duties, including mail processing, photocopying, word processing and data entry.

• Proofreads, formats and prints documents and correspondence.

• Performs mail merges.

• Manages scheduling for the Thompson Conference Room; prepares the room for scheduled meetings; and oversees the room's technology to ensure it is in good working order.

Manages inventories and maintenance for the President's Office:

• Organizes the office supply area, conducts regular inventory checks on behalf of staff and places recurring supply orders.

• Arranges for equipment maintenance.

• Places and coordinates facility work orders.

Serves as building coordinator for Tillman Hall:

• Maintains proper signage.

• Submits work orders for public spaces.

• Prepares semimonthly cleaning checklist for Custodial Services.

Assists with special functions/events and projects:

• Attends commencement ceremonies, as needed.

• Assists with special projects throughout the year.

• Assists with travel arrangements, makes reservations and processes reimbursements.

• Provides support to other administrative staff, as needed.

Minimum and Additional Requirements

• Bachelor's degree and one year of relevant experience;

• Associate's degree and three years of relevant experience; or

• High school diploma and five years of relevant experience.

• Knowledge of office management best practices.

• Broad knowledge of residential maintenance and care.

• Exceptional interpersonal, customer service, and verbal and written communication skills.

• Effective organizational and time-management skills.

• Ability to maintain composure under deadline pressure.

• Ability to multi-task, prioritize and adapt to shifting responsibilities while adhering to established deadlines.

• Ability to exercise discretion and maintain confidentiality.

• Ability to compose and proofread correspondence with thoroughness and attention to detail.

• Ability to manage records/budget information with accuracy.

• Ability to work independently within a team environment and effectively organize and coordinate a variety of activities and projects.

• Ability to establish and maintain effective working relationships with faculty, staff, students and the general public.

• Must demonstrate professional behavior and exhibit a welcoming demeanor at all times.

• Sufficient technical ability to master hardware and software required to perform job duties.

Preferred Qualifications

• Experience in higher education.

• Experience providing executive-level administrative support.

• Proficiency with Microsoft Office.

Additional Comments

To apply go to https://winthrop.peopleadmin.com/postings/16296.

Employees are not eligible for telecommuting/remote work during their 12-month probationary period. After that time, certain positions may be eligible for telecommuting/remote work at the discretion of the supervisor and in accordance with Winthrop policies.