Administrative Coordinator

Job Description

The Opportunity

Embry-Riddle’s Daytona Beach Campus is currently recruiting for an Administrative Coordinator to provide support to the Philanthropy & Alumni Engagement (PAE) team. Reporting to the PAE Division Administrator, the Administrative Coordinator is responsible for providing administrative support to multiple leaders and departments as well as addressing special projects as assigned.

Responsibilities include supporting senior level PAE leadership by completing travel expense reports, managing calendars, and scheduling meetings.  The coordinator will also provide administrative support to the division by ordering supplies and services, providing support at division events such as Homecoming and donor stewardship events, and ensuring building maintenance requests are submitted and completed.

The Coordinator must be a proactive, creative and tenacious problem-solver; unfailingly positive, engaging and gracious; professional, poised and polished; possess exceptional integrity and be very discrete with confidential material; have excellent written and oral communication skills; and work with a service-oriented outlook. The Coordinator must possess the ability to work with a sense of urgency. High attention to detail and commitment to producing quality finished work with minimal oversight.

Responsibilities include the following:

Provide administrative support to the Associate Vice President for Advancement Services, the Assistant Vice President for Philanthropy, and the Senior Executive Director for Corporate Philanthropy & Foundation Relations.   Manage and organize their schedules and calendars.  Arrange meetings, to include room reservations, catering, and IT support.  Complete travel expense reports and reimbursements for the senior leadership as assigned.  Assist the Assistant Vice President with Legacy Society and Planned Giving events.

Produce financial documents, including reimbursements and purchase orders, using the University’s online systems and according to approved procedures.  Interface with vendors as required.  Monitor inventories and order supplies.  Complete organizational tasks, including filing and sorting the division’s mail.  Assist with departmental mailings and projects.  Support departmental events like Homecoming and Campaign activities.

Serve as building liaison for the Eagle Alumni Center.  Report maintenance issues to Facilities and follow up to ensure resolution.  Serve as the POC for the building conference room and technical set up.  

Engage individuals contacting the unit.  Prepare and provide appropriately complete, accurate, courteous, and timely responses.

About Embry-Riddle Aeronautical University:  

 

At Embry-Riddle, we take pride in our position as the world’s largest and most comprehensive university dedicated to aviation and aerospace. Located in Daytona Beach, Florida, and Prescott, Arizona, our esteemed residential campuses offer a prestigious educational experience. However, our commitment to education knows no borders as our Worldwide campus expands our reach globally, providing a world-class education online and at approximately 110 locations across the United States, Asia, Europe, and Central and South America. This breadth of reach ensures that students can access our exceptional programs without geographical limitations. 

 

With a history spanning nearly a century, we have continually adapted to the dynamic needs of the industries we support. In the Academic Year 2022-23, we welcomed over 11,100 students to our residential campuses and over 19,000 students at our worldwide campus.  

 

Join our global community and embark on a journey of academic excellence and limitless possibilities. Employees working more than 30 hours a week can enjoy medical, dental and vision benefits, an amazing retirement plan with immediate vesting that includes a 6% gift and up to 4% match, free tuition for employees and their immediate family members, and a generous personal leave program. To find out more about our benefits and why ERAU has been named a “Great College to Work For” for 13 consecutive years, visit our careers page .     

Qualifications

• Associate’s degree or completion of 18-month program after high school
• At least three years of experience in an administrative support role
• Strong Microsoft Office skills
• Strong attention to detail
• Critical thinking skills
• Advanced customer service skills