General Information
| Job Description | BLANK AST 3 | Working Title | Administrative Coordinator, Development |
|---|---|---|---|
| Job Code | 004722 | Grade | |
| Department Name | Development - D01188 | Department Head | Marie Schultz |
| Supervisor | Maribel Arbaiza | Effective Date | 06/27/2022 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|
Department Custom Scope
| The Administrative Coordinator provides a full range of administrative duties to support various staff and daily operating functions in the Development office. The incumbent will be responsible for making travel arrangements, processing reimbursements, scheduling meetings, and other general administrative support. The incumbent will also be responsible for submitting work requests and creating purchase orders utilizing online systems. As the first point of contact, the incumbent is responsible for demonstrating a high level of professionalism in interactions with donors, campus departments, and leadership. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Education and/or experience equivalent to a bachelor's degree in a related field (e.g. five years of related administrative experience). | Required |
Experience Requirements
| Experience | Requirement |
|---|---|
| Experience in an office environment providing administrative support. | Preferred |
| Experience processing purchasing and/or financial transactions in an on-line environment. | Preferred |
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
| Administrative Support Provides administrative support services for department staff, monitors workload, work activities, priorities, and deadlines. Serves as part of an administrative team and provides backup administrative support where/when needed. Coordinates travel arrangements (flight schedules, ground transportation, and hotel) in compliance with policy and procedures. Ensures that travelers have appropriate itinerary and trip information to maximize the outcome of their travel. Responsible for processing reimbursements in accordance with policy and procedures ensuring proper receipts and appropriateness of expenses. Schedules/reserves rooms for appointments and meetings. Assists with the coordination of meeting preparation. Sets up conference calls and zoom meetings. Compiles information needed to create/edit various types of reports; organizes data checking for accuracy and completeness. May run periodic reports from an automated system. Types and proofreads a wide variety of complex and confidential reports, letters, memoranda, and statistical charts. Assist with coordinating direct mail campaigns. Provides administrative support to assist in recruitment efforts for the department to include assisting in creating interview schedules, scheduling interviews, setting up virtual interviews, and various other recruitment support activities. Maintains the confidentiality of all internal and external information accessed during the performance of assigned duties. Serves as backup for Front Office reception area to include phone coverage, greeting guests, mail pickup, and package delivery. | 50 |
| Purchasing and Accounting Support Creates purchase orders, tracks delivery, and processes invoices ensuring completeness and accuracy, working with the Budget and Operations Manager to resolve any discrepancies. Submits and tracks work requests in the campus work order system for services such as facilities, communications, parking, printing, and dining services. Responsible for using FAU's, cost centers, and project codes accurately as directed by Budget and Operations Manager. Purchases and maintains the inventory of routine items such as office supplies, stationery, and insignia items. Prepares ePay check requests ensuring appropriate documentation and approvals in accordance with University policies and procedures. In coordination with the Budget and Operations Manager, assists with reviewing expenses on monthly ledgers and compiling the information needed to ensure the accuracy and appropriateness of transactions. Attends relative campus users group meetings and Development Team meetings as requested by the supervisor. May lead, plan, and assign the work of student workers. Provides training; ensures adherence to established work methods, techniques, and schedules, and compliance with applicable University policies, procedures, standards, and specifications. | 45 |
| Other Duties Other duties as assigned. | 5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Demonstrated ability to plan, organize and complete tasks with a high degree of accuracy, under pressure of constant interruption. | Required |
| Ability to independently research and analyze situations to develop feasible solutions or actions following established policies and procedures. Ability to make appropriate contacts for problem resolution. Skill in using professional and sound judgement to address issues or concerns. | Required |
| Ability to compose business correspondence, edit, and use correct spelling, punctuation, and grammar. | Required |
| Excellent oral, written and interpersonal communication skills, and the ability to work effectively with a wide variety of people from all levels of internal and external organizations. | Required |
| Ability to work independently, or collaboratively as part of a team, and maintain cooperative working relationships. | Required |
| Proficiency with using windows applications, Word, Excel, PowerPoint and Outlook in particular. Experience in creating spreadsheets. Database experience. Skill in using the Internet and other sources for information-gathering purposes. | Required |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|---|
| Overtime | Required |
Other Special Requirements & Conditions
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Level of Supervision Received
| General Supervision |
Environment
Working Environment
| Other University Setting |
Other Requirements
Items Used
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Physical Requirements
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Mental Requirements
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Environmental Requirements
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Critical Position
| Is Critical Position: Yes |