ADMINISTRATIVE COORDINATOR, GLOBAL CLUBS

Location
Philadelphia
Posted
Mar 11, 2017
Institution Type
Four-Year Institution

Duties: The Administrative Coordinator, Global Clubs will assist in the coordination of Wharton Global Clubs Network activities and program operations. This support will include coordination of processes, procedures, and communications. The incumbent will work with and provide administrative support to a team of four people, reporting to the Senior Associate Director, Global Clubs, with additional responsibilities to the Director, Engagement & Programming. This position will be responsible for working with vendors outside of the University, processing reimbursements and expense reports, payment of invoices, daily management of the Engagement & Programming budget, and staffing events when necessary. Communications managed by this position range from mailings, stewardship, surveys, and a quarterly newsletter for club leaders. Alumni data management will also fall under this position and include maintenance of listservs, leadership lists, website listings, and records. This position will coordinate domestic and international travel, including booking, itinerary drafting, gift preparation, meeting coordination, and expense processing. The incumbent will also serve as a member of the alumni relations virtual help desk team and will be responsible for the management and completion of all alumni inquiries during assigned help desk days. As part of the Engagement & Programming Team, the incumbent will work closely with colleagues on the Online Engagement Team to provide assistance to club leaders using the NationBuilder website platform. This position works collaboratively as a member of the Alumni Relations Team and the larger coordinator team across External Affairs, and will assist with office-wide needs, including front desk coverage for the office and general administrative duties as needed.

Qualifications: A High School Diploma or GED and 5- 7 years of experience or equivalent combination of education and experience is required; Bachelor's degree is preferred. Strong written and verbal communication skills are required along with proven attention to detail, creativity, and organizational skills. Ability to manage multiple priorities, projects, and deadlines is required. Strong initiative and decision making skills, and ability to work independently as well as with a team. Demonstrated customer service skills and competence with online software required; working knowledge of basic HTML and CMS is highly desired. Competency with computer software is essential, especially Word, Excel, and Outlook. Understanding of international cultures, and confidence and maturity to work with senior alumni and administrators is highly desired. Ability to work occasional evenings and weekends.

Reference Number: 07-25215

Salary Grade: 025

Employment Type: Non-Exempt

Org: External Affairs

Special Requirements: Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

Job Family: X-Secretarial/Administrative