Administrative Coordinator

1 week ago

Abilene, United States Abilene Christian University Full time
Administrative Coordinator

Job no: 493933
Work Type: Staff full-time
Location: Abilene
Categories: Communications/ Marketing/ Public Relations

About ACU
ACU is affiliated with the fellowship of the Church of Christ. All applicants must be professing Christians and willing to support the Christian mission and purpose of Abilene Christian University while employed by the university.

Title of Position Administrative Coordinator

Posting Location Abilene, TX

Department Marketing & Strategic Communications

Employee Class Nonexempt Full-time

Basic Responsibilities
  • Executive Support: Provide executive assistance to the Vice President of Marketing.
  • Budget Management: Manage the Marketing department's budget, including invoicing and budget projections.
  • Office Management: Coordinate team schedules, travel arrangements, and office logistics.

Essential Duties
Executive Support

  • Manage the VP's calendar, including scheduling meetings and appointments.
  • Coordinate travel arrangements for the VP and other team members.
  • Prepare reports, presentations, and other documents as requested by the VP.

Budget Management

  • Oversee the department's budget, ensuring all expenditures align with budgetary guidelines.
  • Manage budget processes, including processing invoicing, tracking payments and maintaining accurate financial records such as active contracts, anticipated spend, and anticipated departmental expenditures.
  • Assist with budget forecasting and ensure budget-to-actual tracking is up-to-date.

Office Management

  • Maintain the physical office environment, ensuring it is organized and fully equipped with necessary supplies.
  • Handle incoming and outgoing mail and deliveries, ensuring timely distribution.
  • Manage administrative tasks, such as document preparation, data entry and communication management.
  • Serve as the central point of contact for routing requests to appropriate team members.

Professional Development Requirements
  • Skills

    • Strong organizational and time management skills.
    • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
    • Excellent communication skills, both written and verbal.

  • Training Required

    • Familiarity with budget management software.
    • Training in travel coordination tools and systems.
    • Ongoing professional development in administrative best practices.

Qualifications
Professional

  • Bachelor's degree in Business Administration, Marketing or a related field preferred.
  • Minimum of 3-5 years of experience in an administrative role, preferably supporting executive-level staff.
  • Experience in budget management and office coordination.

Personal

  • Strong problem-solving skills and the ability to multitask effectively.
  • Discretion and confidentiality in handling sensitive information.

Ability to work independently and as part of a team.

Physical Demands
  • Ability to sit for extended periods while working at a computer.
  • Occasional lifting of office supplies and materials up to 25 pounds.
  • Ability to navigate the office environment efficiently.

Additional Information
ACU does not unlawfully discriminate on the basis of race, color, age, sex, disability, genetic information, national or ethnic origin in employment opportunities, in keeping with applicable state and federal law.

ACU is committed to maintaining a safe and secure campus environment and protecting the university's financial and physical assets. Therefore, Abilene Christian University conducts background checks on all candidates for employment in security sensitive positions.

Advertised: September 03, 2024 Central Daylight Time
Applications close:

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