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Administrative Coordinator

2 months ago

Springfield, Illinois, United States SIU HealthCare Full time

Job Summary

The Administrative Aide will provide high-level administrative support to the Executive Leadership team in the Office of Development and Alumni Relations. This role will coordinate essential administrative activities, perform specialized office support, and maintain confidentiality of sensitive information.

Key Responsibilities

  • Provide administrative support to the Executive Leadership team, including calendar management, scheduling, and preparing materials for meetings.
  • Manage the Alumni Communications schedule and coordinate with the events manager.
  • Serve as the main receptionist, answering phones, directing calls, and taking messages.
  • Act as a liaison between the Department and internal/external staff, donors, sponsors, vendors, and community members.
  • Compose correspondence and brief narrative reports as requested.
  • Coordinate travel arrangements, process travel vouchers, and maintain confidentiality of reports.
  • Distribute office correspondence, prioritize incoming mail, and maintain confidentiality of sensitive information.
  • Assist with Alumni Board meetings, committee work, and event support.
  • Provide support for Development and Alumni events, including mail merge documents, name badges, flyers, postcards, and brochures.
  • Responsible for all aspects of the SIU School of Medicine annual inventory audit for Development and Alumni Relations.
  • Assist with Department fiscal transactions, budget maintenance, and financial reporting.
  • Perform other related duties as assigned.

Requirements

  • High school graduation or equivalent.
  • Five years of progressively more responsible general or specialized office experience, including aspects of supervising staff, organizing, and performing duties that lead to knowledge of generally accepted office principles.