Administrative Coordinator

3 weeks ago
Job ID
US Based Positions


Working with the Publications team with in the Global Engagment and Communications (GECO) department, the Administrative Coordinator provides excellent customer service in responding to daily requests for editing, design, and production of a wide range of communications and publications.



  • Administer the publications and communications online service request system daily
  • Handle and coordinate projects for the communications and publications team by opening jobs, creating and assigning a step-by-step schedule and review timeline and coordinating staff members’ efforts to ensure successful completion of jobs in a timely manner
  • Schedule periodic project review meetings of work progress and deadline status checks
  • Expedite all “crisis jobs” in consultation with supervisor
  • Contact clients for materials or content required to complete scheduled projects
  • Process departmental invoices, track vendor payments and resolve all necessary issues using SAP
  • Record and track team’s level of effort
  • Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner
  • Work closely with the procurement department to order, track and receive materials to ensure all items arrive in a timely manner
  • Communicate effectively and maintain positive, courteous, supportive, and professional working relationships with all levels of contacts
  • Contribute to the customer service-oriented atmosphere within the department and serve as liaison to other departments and program coordinators when needed or requested
  • Support GECO team events and programs through administrative duties as assigned by the GECO Administrator




Required Qualifications

  • HS Diploma or equivalent
  • 3 years’ administrative experience
  • Knowledge of publication and production process
  • Highly organized with keen attention to detail and ability to prioritize multiple responsibilities
  • Highly motivated, energetic, independent self-starter with strong service orientation
  • Demonstrated ability to coordinate projects independently and work constructively as part of a team
  • Ability to interact with staff in a fast-paced environment, remaining flexible, proactive, resourceful and efficient
  • Strong oral and written communication skills
  • Knowledge of SAP or similar system
  • Experience using a project management system such as Workfront or Basecamp preferred
  • High level of professionalism and confidentiality
  • Strong computer skills with expertise in the use of databases/spreadsheets and ease with using technology to create administrative efficiencies; and an interest in staying technically current and mastering new software or university online systems

  • Strong Microsoft applications knowledge (Word, Outlook, Excel, Access, PowerPoint, Microsoft Project)




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