Title: Administrative Coordinator

Employee Classification: AP - Administrative Professional

Pay Grade: AP 02

Division: Advancement

Subdivision: VP Advancement

Department: EMU Foundation and Advancement

Campus Location: Main Campus

General Summary

The Administrative Coordinator provides essential operational and administrative support to the Advancement Division. This role serves as the central hub for office operations, ensuring seamless daily functioning across multiple campus locations. The Coordinator manages facilities, vendor relationships, and shared systems while supporting personnel onboarding and leadership logistics.

Principal Duties and Responsibilities

Office & Facilities Management

• Operations: Oversee inventory and ordering for office, kitchen, and vending supplies across EMU Foundation offices.
• Facilities: Submit and track facilities work orders; manage the organization of shared workrooms and file spaces.
• Vendor Liaison: Manage agreements and maintenance for Shred-It services, Pitney Bowes postage systems, and Xerox copier/printer fleets.

Administrative & Leadership Support

• Coordination: Manage calendars for the Advancement Leadership Team and oversee the main division phone line and mail distribution.
• Compliance: Coordinate liquor license applications for events, including multi-departmental signatures and state submissions.
• Resources: Manage business card/name tag orders, parking validations, and other staff needs.

Personnel & Records Support

• Recruitment/Onboarding: Coordinate interview logistics, manage candidate communications, and facilitate new hire onboarding logistics.
• Access Control: Manage key distribution and swipe card access for staff and student employees.
• Engagement: Maintain staff recognition programs (birthdays/anniversaries) and update internal directories, org charts, and listservs.
• Other duties as assigned.

Minimum Qualifications:

Qualifications and Skills:

• Education: Associate’s degree or an equivalent combination of education and experience.
• Experience: Proven track record in administrative support, office management, or operations.
• Skills: Proficiency in Google Workspace and Microsoft Office; strong organizational and multi-tasking abilities.
• Communication: Excellent verbal and written communication skills with a high level of professional discretion.

Preferred Qualifications:

• Experience within higher education, a nonprofit, or an advancement/foundation environment.
• Familiarity with university-specific systems and vendor procurement processes.
• Experience managing hiring logistics or employee onboarding.

Supervision Received:

Assistant Vice President, Advancement Services and Strategic Solutions

Supervision Exercised:

None

Appointment Percentage:

100%