OFFICE ADMINISTRATOR

Duties: Reporting to the Manager of Finance and Operations for Development and Alumni Relations (DAR), with a dotted line to the Executive Assistant to the Vice President for DAR. Manage landlord's eTenant database for guest including adding and updating the guest list for FMC security and tracking and managing issues related to the building and DAR's workspaces. Point of contact for building security in main lobby and approve the arrival of guests in conjunction with building security. Act as primary contact between DAR and the building landlord (Brandywine Realty Trust) for all visitors, non-USPS deliveries, and catering. Handle guest parking passes. Point of contact for building maintenance and DAR vendors. Staff the concierge desk of the FMC/DAR space (3rd floor) and work with the Executive Assistant to the VP for DAR, to ensure continuous coverage of the reception desk during business hours. Responsible for tracking and recording office move-ins and relocations. Secure and maintain office master keys and handle building and employee badges efficiently. Responsible for accepting deliveries; coordinate with various departments to ensure timely pick-up of all packages. Manage conference room operations for all FMC 3rd floor conference rooms which includes managing security access, technology, deliveries/catering for these rooms. Provide excellent customer service by answering the department's general line and transfer calls to the appropriate DAR staff member or office; respond timely to email inquiries. Cross train back-up support staff member when needed; maintain open communication and schedule with Executive Assistant to the VP for DAR when daily back-up support is needed. Assist with various tasks and projects as required.

Qualifications: High School Diploma required, Bachelor's degree preferred and 3-5 years of experience or equivalent combination of education and experience. Candidate must demonstrate strong interpersonal and communication skills. Candidate must display excellent attention to detail, the ability to prioritize work and the ability to handle multiple tasks simultaneously. Must demonstrate excellent customer service skills. Proficient in Microsoft Office (Word, Outlook, Excel). Must be able to work collaboratively. Ability to lift up to 25 pounds.

Reference Number: 90-26162

Salary Grade: 024

Employment Type: Non-Exempt

Org: Administrative Services

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