ADMINISTRATIVE COORDINATOR

Location
Philadelphia
Posted
Apr 25, 2017
Institution Type
Four-Year Institution

Duties: Reporting to the Business Manager of Programs and Special Events (PS&E) provide administrative support to the Executive Director, Director, Business Manager and all planners in P&SE. Perform the duties listed as they relate to multi-scale University events and travel events for Development and Alumni Relations, Presidents Office, Provost s Office, Schools & Centers, Alumni Weekend, Homecoming Weekend, and Family Weekend. Prioritize a large volume of projects with multiple colleagues, meet deadlines, represent the University at events, and interact effectively with staff, vendors, alumni and other guests. Maintain office and stewardship inventory. Maintain/update music CD library. Maintain photography library. Research, order, and fulfill gift requests and update gift inventory. Research promotional ideas and decor options. Create signage and other graphics. Plan, execute and debrief on events. Refine and oversee the process for event attendance data collection.
Lead onsite attendance registration processes and ensure protocol is followed. Train staff in the proper procedures. Work with DAR Training to collate collected data, develop organized archiving system, and generate reports. Maintain and update Central DAR Events Calendar.

Qualifications: High School Diploma required, Bachelor s degree preferred, 5-7 years administrative experience or equivalent combination of education and experience, preferably in the event industry; knowledge of University s campus preferred; proficiency in the use of Microsoft Word, Excel, Power Point, and Adobe Creative Suite. Excellent verbal and written communication skills and organizational skills; ability to manage and prioritize multiple assignments, and work effectively with diverse groups; detail oriented; graphic design experience; flexible and productive under pressure. Ability to occasionally lift packages or boxes up to 50 pounds. Occasional evening and/or weekend work and valid Driver s License required.

Reference Number: 90-25652

Salary Grade: 025

Employment Type: Non-Exempt

Org: Development Programs

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