Pt-time Administrative Coordinator, Graduate! Network

Posted by Graduate! Network on May 19, 2014

POSITION DESCRIPTION
The Graduate! Network, Inc. – Administrative Coordinator.
20 hours/week.

General Description
The Graduate! Network, Inc. (TGN) is a not-for-profit organization that champions college completion for adult students as a regional economic and workforce development imperative. Its flagship program, Graduate! Philadelphia, helps adults in the Greater Philadelphia region return to college to complete a degree they started but never finished, and supports them through degree completion.

The Administrative Coordinator of The Graduate! Network, Inc. is currently a part-time position, requiring 20-25 hours a week, over 4-5 days.

This is a central position accountable for administrative support operations for the organization. This includes a wide range of administrative activities including arranging meetings and logistics, data entry, record keeping, and performance of other secretarial duties. Duties require an understanding of the organization’s systems, policies, practices and procedures, the ability to communicate effectively via telephone, in writing, and in person. The Administrative Coordinator will support several staff members in a fast-paced environment that requires attention to detail and the ability to track and successfully complete multiple responsibilities.

The position will include working with staff, members of the public, corporate and college partners, board members, adult college students (Comebackers), vendors, etc.

Major Responsibilities
The Administrative Coordinator will report to the President and Executive Director for proper discharge of his/her duties, and work closely with all other members of The Graduate! Network, Inc. team. In summary, the Administrative Coordinator is responsible for assisting and coordinating the activities of staff in all aspects of their work, and should expect to have a wide variety of administrative assignments.

Essential Functions Supporting the Organization:

■ Organize and coordinate schedules and logistics related to internal and external events, conferences, seminars, college fairs, etc. including coordinating facilities and caterers, preparing and distributing information and invitations, handling registrations, and making travel-related arrangements.
■ Schedule, coordinate, set up and follow up on scheduling of meetings; take and distribute minutes of meetings; assist with preparing meeting materials; and other meeting-related activities, as assigned.
■ Perform complex administrative functions including data entry, record keeping, filing, etc.
■ Support vendor relations.
■ Greet visitors entering the TGN offices and inform staff appropriately.
■ Monitor and replenish office supplies, using online purchasing.
■ Maintain the Graduate! Philadelphia website’s calendar of events, and liaise with the web developer for website posts and maintenance.
■ Update and maintain Mail Chimp account, and send out periodic communications.
■ Provide support to the accounting department, including but not limited to: duties associated with accounts payable including interacting with staff and vendors; processing and tracking invoices; compiling expense reports; expense coding; mailing checks; tracking and following up on all accounts receivables payments.
■ Communicate with stakeholders, when appropriate.
■ Appropriately handle sensitive, highly confidential materials and matters with discretion.

The above duties are not arranged in order of priority. These duties are not meant to restrict, but rather describe minimum activities. Those duties will from time to time be altered to align with the needs of the organization.

Minimum Qualifications

■ Minimum of 2 years related experience, particularly in support of teams.
■ Associate’s Degree required. BA degree preferred.
■ Experience in non-profit organization a plus but not mandatory.
■ Must be exceedingly well organized, attentive to details, flexible, and enjoy the administrative challenges of supporting a small office of diverse people and programs.
■ Demonstrated ability to maintain one’s own schedule as well as schedules of others in the organization and a calendar of events, and coordinate complex meetings.
■ Demonstrated ability to meet deadlines consistently, and to follow through with projects.
■ Ability to prioritize tasks; track record of exercising good judgment; and excellent time management skills.
■ Bookkeeping experience is a plus.
■ Excellent computer skills including intermediate to advanced proficiency with all Microsoft Office applications, Gmail and Google Drive, and Internet e-commerce sites.
■ Demonstrated strong written and oral communication skills including superior proofreading skills.
■ Must possess tolerance for shifting between multiple projects as needed.
■ Ability to work in a fast-paced (sometimes under pressure) environment, remaining positive, proactive, resourceful, polite, upbeat, and efficient.
■ Ability to maintain strict confidentiality and communicate at all times in a high-level of professionalism with TGN’s staff, board, funders, clients, partners, and vendors.
■ Ability to work independently with little supervision.
OTHER INFORMATION:
The Graduate! Network, Inc. provides a competitive pay scale commensurate with skills and experience. We are an equal opportunity employer.

AVAILABILITY:
Interviewing will start immediately and continue until the position is filled. Please email your cover letter, two appropriate writing samples, and resume along with salary requirements, noting the position title in the subject line, to: [email protected].

No phone inquiries, please.

Last day to apply: May 20, 2014