Administrative Assistant & Project Coordinator

Coppin State University   Baltimore, MD   Full-time     Administration / Clerical
Posted on May 9, 2024
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This role is integral to the leadership team within the Office of University Relations, reporting to the Director. It involves administrative duties and spearheading the planning, coordination, and implementation of creative/marketing projects across the university. As the Project Coordinator, responsibilities include translating strategies into actionable plans by identifying tasks and timelines, delegating tasks effectively, and ensuring timely completion of milestones. Moreover, maintaining open communication with both internal and external stakeholders to track progress and accommodate any necessary adjustments to project scopes are also key aspects of this role.

ESSENTIAL RESPONSIBILITIES:
  • Provides administrative and budgetary support to ensure efficient operation of the University Relations
  • Serve as the first point of contact for the office, answer phones, receive guests, and schedule meetings.
  • Carry out administrative duties such as filing, typing, copying, and scanning.
  • Make travel arrangements for senior staff such as arranging conference registration and booking hotels.
  • Maintain supplies inventory and anticipating needs.
  • Process payment of invoices through the campus' procurement software.
  • Draft, edit, format, and revise a variety of documents and materials. Proofread for grammatical, typographical, and basic content errors.
  • Develop, implement, and maintain paper and electronic filing systems which meet department needs.
  • Take the lead in conceptualizing, organizing, and implementing various projects related to marketing campaigns across the university.
  • Responsible for translating strategic marketing plans into actionable tasks and timelines. Identify all necessary tasks and deadlines within a marketing campaign or action plan and assign these tasks to appropriate team members.
  • Oversee the progress of tasks, ensure milestones and deadlines are met, and address any obstacles that may arise.
  • Keep both internal and external clients informed about the progress of work. They will also facilitate adjustments to project charters and scope of work agreements as needed.
  • Enters, updates, and retrieves information as needed. Creates reports as needed.
  • Assists in preparing and administering department budget by updating accounts and running periodic reports.
Note:
The intent of this list of primary duties is to provide a representative summary of the major duties and responsibilities of this job. Incumbents perform other related duties assigned. Specific duties and responsibilities may vary based upon departmental needs.

Required Qualifications

EDUCATION:
  • High School Diploma or GED.
EXPERIENCE:
  • At least three to five years of experience providing administrative support.
SKILLS, KNOWLEDGE AND ABILITIES:
  • A high level of professionalism in all exchanges
  • Self-motivated with strong organizational skills and attention to detail.
  • Strong written and verbal communication skills.
  • A high level of discretion and strong decision-making skills.
  • Be able to work effectively with a team and with many diverse constituencies in a university environment.
  • Have a high level of personal integrity and emotional intelligence.
  • Have a commitment to lifelong learning and professional growth.
OTHER: Applicants may be required to complete the institution's required skills assessment to be considered. Some positions require specific skills such as word processing, spreadsheet, presentation, database, email or calendaring software, and Internet proficiency.

Preferred Qualifications

Conditions of Employment

Position Detail Information

Position Detail Information

Posting Number

ST2024-0034

Position End Date (if temporary)

Open Date

05/08/2024

Close Date

Open Until Filled

Yes

Special Instructions to Applicant

Coppin State University

Baltimore , MD