Office Coordinator

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Job description

Overview:
Acts a primary administrative point of contact for the department including clerical support duties and project work. Will be responsible for coordinating our external and internal communications- including websites and social media platforms to promote a positive public image and control the dissemination of information regarding the department.

Responsibilities:
Provides administrative support for the Departmental Administrator and other key management personnel to include but not limited to maintaining Microsoft Outlook calendar, scheduling meetings, answering and transferring phone calls, composing and editing letters, copy/scan/fax.

Draft, develop, and produce PowerPoint presentations as necessary.

Schedule all appointments for Administrator and communicate details of type of meeting, location, etc. Confirm meetings with all parties, in advance of scheduled meeting - convey any changes.

Effectively and professionally, handle all correspondence under the Administrator's / Chair's name.

Coordinate all faculty and administrative meetings to include correspondence, obtaining speakers, sending out advanced notifications with location, topic etc. to all faculty and related personnel; coordinate the catering for same; ensure meeting site is secured and confirmed with equipment provisions if necessary.

Assist in communication of strategies or messages from senior leadership.

Liaison with Faculty Affairs for all faculty appointment and promotion processes

Assist with the development and coordination of the department newsletter.

Foster relationships with advocates and key personnel.

Collaborate with marketing professionals to produce copy for advertisements or articles.

Draft, develop, and produce contract submissions. Experience in providing electronic review of said submissions.

Assist in the recruitment efforts for all Divisions within the Department

Compile itineraries with locations, dates/times etc., confirm and distribute

Make hotel and travel arrangements as necessary

Submit paperwork for reimbursements for same

Coordinate lunches/dinners for applicants and faculty

Assist in the preparation of offer letter for perspective new faculty members, obtain signatures and follow-up

Coordinate various meetings and assist in tasks for Department leadership

Coordinate event planning to include location, ordering, printing and mailing of invitations; acquire caterer and coordinate menu, delivery, etc.; process payment for same.

Perform other duties as assigned to meet the needs of the department.

Qualifications:
Associate's degree plus three (3) years of relevant experience preferred.

High Organizational skills with the ability to multi- task.

Experience working with various software applications- MS Office; photo and video-editing software. Excellent communication (oral and written) and presentation skills.

Computer experience in word processing, spreadsheets, graphics and database software is required.

Location : Location:
US-VA-Norfolk

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