What are the responsibilities and job description for the Administrative Coordinator, Advancement and Alumni Engagement position at South Texas College of Law Houston?
SUMMARY
The Administrative Coordinator provides high-level administrative and project management support to the Office of Advancement and Alumni Engagement. This role is responsible for managing routine tasks and special projects related to fundraising and alumni engagement, including donor correspondence, scheduling, financial reporting, and event coordination.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
Provide administrative support to the Vice President, with details like scheduling meetings and travel and assisting with data entry.
Track departmental budget and spending; create and produce monthly budget reports for Advancement leadership to ensure budgets are adhered to.
Create and manage a system to submit, track, and process department POs, invoices, and vendor paperwork, helping to ensure prompt payment for vendors and proper budget management.
Provide general, flexible and inclusive administrative support for the Office of Advancement including but not limited to travel arrangements, expense reports, photocopying, faxing, mailing, filing, and data entry.
Monitor general Advancement email and phone accounts to ensure messages get to their intended recipient and are responded to in a timely manner.
Support the database team by processing simple cash, check or credit card donations to the law school as needed.
Receive, store and maintain inventory of office supplies and equipment; maintain stationary supplies and coordinate deliveries.
Submit computer, phone and other service requests for the department.
Help plan, facilitate and staff special events as needed.
Complies with all aspects of the law school’s Customer Service Standards.
SUPERVISORY RESPONSIBILITIES
N/A
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty and responsibility satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Strong written and oral communications skills, including ability to prepare professional written materials; ability to express ideas clearly and concisely. Strong computer skills with proficiency in standard office productivity software; Microsoft Word (including mail merges), Excel (including basic formulas), PowerPoint, and Outlook required. Database experience and proficiency required; Raiser’s Edge experience preferred. Strong interpersonal skills and the ability to work effectively with individuals in the Office of Advancement, and with faculty, staff, students, alumni, and donors. Demonstrated commitment to high standards with an accurate and thorough approach to details. Strong commitment to customer service excellence. Excellent sense of diplomacy and tact; ability to maintain confidentiality and discretion. Willingness to assist other team members within the Office of Advancement with projects as needed. Ability to prioritize multiple duties/tasks and meet deadlines in a fast-paced office. Self-confidence to take initiatives; reliable and resourceful; ability to exercise independent judgment and problem-solve. Ability to work occasional weekends and evening hours, and to staff events.
The person must have a poised and professional image; strong interpersonal skills with the ability to work collaboratively in a team environment. Must be able to interact effectively and efficiently with all visitors and students while projecting a positive image for the department and law school. Service oriented with ability to make all visitors feel welcome.
EDUCATION and/or EXPERIENCE
A high school diploma or GED with at least four years of progressively responsible administrative experience required; a Bachelor's degree is preferred. Previous experience in fundraising or development environments preferred; knowledge of higher education, legal, or legal education fields helpful.
LANGUAGE SKILLS
Ability to define routine problems, collect data, establish facts, and draw valid conclusions to solve routine problems and/or deal with a variety of variables in situations. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
MATHEMATICAL SKILLS
Ability to perform basic math essentials
REASONING ABILITY
Ability to define routine problems, collect data, establish facts, and draw valid conclusions to solve routine problems and/or deal with a variety of variables in situations. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
CERTIFICATES, LICENSES, REGISTRATIONS
N/A
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is regularly required to stand and walk. Occasional light to moderate lifting from floor level, at waist, and above shoulders required. Infrequent bending and stooping necessary. Specific vision abilities required by this job include close vision in order to accurately input data and proofread; distance vision in order to recognize and assist visitors to the department.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Fast paced, multi-tasking, non-smoking work environment. Must be able to work the general business schedule of the law school (9:00 a.m. to 5:30 p.m.) plus evenings and weekends as needed.
