Administrative Coordinator

Job description

The Administrative Coordinator reports to the Director of the Aulbani J. Beauregard Center for Equity, Justice, and Freedom. Under the strategic direction of the Director and in collaboration with the Assistant Directors of Education and Outreach and Institutional Engagement and Strategic Partnerships, the Administrative Coordinator provides comprehensive administrative and operational support to advance the Center’s mission, programs, services, and strategic priorities. The Administrative Coordinator serves as a key administrative resource for the Center, coordinating logistics, procurement, vendor relationships, facilities and event support, and other operational functions that enable the Center to effectively deliver its programs and services. This is a fully onsite position. Duties/Responsibilities Administrative Support [85%]: Provide comprehensive administrative and logistical support for the Center’s programs, services, events, and signature initiatives, including but not limited to the CONNECT Program, Culture Exploration Trips, Women in Leadership: Careers and Connections, Heritage and Awareness Month Kickoff and Community Gatherings, MLK Day of Service, Audre Lorde Summit, Pride and Pancakes, and Celebration of Excellence and Achievement. Coordinate event and program logistics, including room reservations, catering and meals, supplies, materials preparation, setup and breakdown, scheduling, and other administrative requirements. Coordinate with internal departments and external vendors to support the successful planning and implementation of programs, events, and initiatives. Manage administrative aspects of external vendor relationships, including obtaining quotes, coordinating services, processing documentation, and ensuring timely delivery of goods and services. Procure and maintain departmental inventory, supplies, equipment, promotional materials, and outreach resources needed for Center operations and programming. Monitor inventory levels and develop systems and processes to ensure supplies and materials are available to support ongoing operations and programs. Oversee printing in the department including billing and maintenance of related equipment and supplies. Provide administrative support for departmental purchasing, financial transactions, invoices, reimbursements, and other operational processes in accordance with University policies and procedures. Maintain organized administrative records, files, calendars, and documentation to support effective Center operations. Provide onsite administrative and logistical support for Center activities and events, including coordinating physical spaces, materials, supplies, and other operational needs. Identify opportunities to improve administrative processes, systems, and workflows to increase efficiency and support the effective use of Center resources. Leadership and Supervision [10%]: Supervise Front Desk Student Employees, including recruitment, hiring, onboarding, training, scheduling, payroll administration, performance management, and ongoing professional development. Establish and maintain effective procedures for front desk coverage, customer service, office operations, and maintenance of Center spaces. Provide guidance and support to student employees to ensure a welcoming, professional, and well-functioning Center environment. Other Responsibilities [5%]: Support the Director and Assistant Directors with administrative coordination related to Center initiatives, strategic priorities, and special projects. Collaborate with Center staff to ensure administrative and operational processes effectively support student engagement, programs, services, and community-building efforts. Perform additional duties and special projects as assigned by the Director in support of the mission and strategic priorities of the Aulbani J. Beauregard Center for Equity, Justice, and Freedom. Requirements Minimum Acceptable Education & Experience Bachelor’s degree or an equivalent combination of completed education and related work experience. At least 1–3 years of administrative, operational, program coordination, office management, or closely related experience. Strong written and verbal communication, interpersonal, organizational, and customer service skills, with the ability to establish and maintain effective working relationships with faculty, staff, students, and the public. Experience assisting with fiscal management, including data compilation, report generation, revenue and expenditure tracking, and related financial administrative processes. Demonstrated ability to establish and maintain effective administrative systems, manage multiple priorities and deadlines, and maintain a high level of organization and attention to detail. Proficiency with Microsoft Office Suite, Outlook/email management, and the ability to quickly learn and effectively use financial, budgeting, purchasing, and other administrative applications. Ability to instruct and direct the work of others and provide effective support, guidance, and coordination to student employees or other staff. Ability and willingness to work fully onsite and provide hands-on administrative and logistical support for programs and events, including occasional work outside standard business hours as needed. Commitment to inclusion and creating welcoming environments for individuals from diverse backgrounds and experiences. Preferred Qualifications: Bachelor’s degree in business administration, higher education, communications, organizational management, or a related field. Experience coordinating programs, events, meetings, and other complex administrative activities, including scheduling, space reservations, catering, materials preparation, set-up and breakdown, and day-of logistical support, particularly for large-scale events, signature programs, conferences, summits, service initiatives, or community gatherings. Experience supporting programs focused on student engagement, leadership development, community building, cultural awareness, or other student-centered higher education initiatives. Experience supervising, training, scheduling, or supporting student employees or part-time staff. Experience using university enterprise systems and administrative processes related to procurement, purchasing, payroll, financial transactions, room reservations, event management, invoices, reimbursements, and expense tracking. Experience developing or improving administrative procedures, workflows, tracking systems, and office operations to increase efficiency and support effective program delivery. Experience coordinating with internal departments, external vendors, service providers, and community partners, including obtaining quotes, coordinating contracts or service agreements, and ensuring the timely delivery of goods and services. Experience managing office supplies, equipment, promotional materials, event supplies, and departmental inventory, including developing systems for monitoring, tracking, printing, and replenishment. Familiarity with the programs, practices, and values of student-centered higher education work. Applicant Instruc tions Applicants should be prepared to upload the following documents when applying online within the My Experience: Resume/Cover Letter section of your application: Resume/CV Cover Letter Applications that are missing any of the required items may not move forward for consideration. Additional uploaded documents not requested in the position announcement will not be reviewed. The University of New Hampshire is an R1 Carnegie classification research institution providing comprehensive, high-quality undergraduate and graduate programs of distinction. UNH is located in Durham on a 188-acre campus, 60 miles north of Boston and 8 miles from the Atlantic coast and is convenient to New Hampshire’s lakes and mountains. There is a student enrollment of 13,000 students, with a full-time faculty of over 600, offering 90 undergraduate and more than 70 graduate programs. The University actively promotes a dynamic learning environment in which qualified individuals of differing perspectives, life experiences, and cultural backgrounds pursue academic goals with mutual respect and shared inquiry. EEO Statement The University System of New Hampshire is an Equal Opportunity/Equal Access employer. The University System is committed to creating an environment that values and supports diversity and inclusiveness across our campus communities and encourages applications from qualified individuals who will help us achieve this mission. The University System prohibits discrimination on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, disability, genetic information, veteran status, or marital status. Compensation Pay Range: $20.15 - $33.15 The pay range for this position is listed above. Actual offer will be based on skills, qualifications, experience, and internal equity, in addition to relevant business considerations. More information on benefits can be found here: USNH Employee Benefits | Human Resources Location: Durham