Administrative Coordinator
5 days ago
The Administrative Assistant will play a vital role in supporting the day-to-day operations of the Laspa Center for Leadership at Scripps College. This position will be responsible for managing event logistics, coordinating program metrics, and providing administrative support to the Director and other staff members.
Key Responsibilities- Event Planning and Coordination: Coordinate event logistics, including speaker confirmation, attendance, reservations, and catering; track program metrics and generate metrics-based reports.
- Administrative Support: Prepare and record invoices, requisitions, and expense reports; assist the Director in regular budget review.
- Virtual Program Support: Provide support for virtual programs, including creating and updating meeting/seminar links, admitting and tracking attendees, managing breakout rooms, and chat.
- Operational Practices: Ensure accurate and consistent operational practices by following the Laspa Center's operations manual and updating as needed.
- Grant and Program Support: Support grant and program applications and implementation, including coordinating transportation and lodging, document tracking, and post-program/grant follow-up with all student participants.
- Communication and Customer Service: Receive and direct incoming calls; coordinate meetings and appointments for staff; maintain Laspa Center internal and external calendars; update website.
- Database Management: Manage constituency database (i.e., students, staff, faculty, and community partners) for ongoing outreach efforts and relationship management.
- Technical Support: Preserve online resources, including user accounts, utilization records, and general maintenance; troubleshoot login and account issues for all user types.
- Office Management: Maintain office equipment and supplies; prepare and track work orders.
- Excellent Communication and Organizational Skills: Excellent written and verbal communication skills, and meticulous attention to detail.
- Event Planning and Clerical Experience: Event planning and clerical skills with a minimum of two years relevant experience.
- Office Management Experience: Demonstrated experience in office management, preferably in a fast-paced environment.
- Customer Service: Excellent customer service; able to interact easily with a diverse clientele of students, faculty, staff, board members, employers, and other members of a college community.
- Technical Skills: Ability to process large amounts of information and manage multiple deadlines efficiently and accurately; experience with MS Suite and databases required; experience in websites and social media a plus.
- Commitment to Inclusion: Demonstrated commitment to inclusion/inclusive excellence.
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