As an administrative coordinator for the office of the vice president for SCAD SERVE and the office of the vice president for community engagement, you will manage operations and provide administrative support, including calendar and schedule maintenance. You will gather information and conduct research for important reports and documents for both vice presidents. Responsibilities include the coordination of meetings and agendas, the reservation and preparation of spaces, and the maintenance of meeting summaries and action steps. Among other duties, you will book travel, submit travel requests, reports, and reimbursements, and handle expense reports. You will process purchase orders for hosted lunches to ensure timely, accurate payment and vendor coordination. Additionally, you will assist with transportation and parking logistics, gift preparation, meal planning, and reservation management for tour guests. You will also secure car rentals for executive travel.
In this role, you will conduct research on community organizations and businesses to inform the VP's strategic outreach efforts. Similarly, you will build relationships with community members and university employees to ensure smooth, efficient communication for meetings, presentations, and initiatives. Among other duties, you will develop systems to improve university tour coordination - including the creation of checklists, templates, and spreadsheets - to streamline itinerary and transportation planning and group facilitation. Responsibilities include coordination of the VP's community outreach and involvement efforts and follow-up meetings with stakeholders to convert efforts into SCADpro, SCAD SERVE, SCAD Art Sales, or SCADamp opportunities. You will assist with on-ground tours and hosting large groups and maintain stats, records, and itineraries to support engagement, track progress, and memorialize the work taking place to establish benchmarks.
In this position, you will develop and maintain a database of targeted nonprofits in Atlanta and Savannah, including their leadership, contact info, and relevant SCAD contacts or involvement. You will also create reports to track and compare critical data points on a monthly, quarterly, and annual basis. Essential duties include managing schedules and reservations for collaborative partner visits, planning and coordinating major annual initiatives, and overseeing logistical support for the Design for Good initiative. Major initiatives include the end-of-year donation drive, the SCAD SERVE Fellows application process, volunteer events, the SCAD SERVE staff schedule for signature events, SCAD Days, and more.
The ideal candidate demonstrates outstanding organizational and project management skills. They also excel in written, verbal, and interpersonal communication. The candidate demonstrates strong judgment and discretion, as well as the ability to manage multiple priorities under pressure. They are committed to customer service and collaborative teamwork.
Minimum qualifications:
Bachelor's degree Proficiency with office technology, calendar systems, and database management
Preferred qualifications:
At least five years of experience in executive-level administrative support in an office setting
Travel required:
Less than 10%
Work hours: The university work week is Sunday through Saturday. Most offices are open Monday through Friday 8:30 a.m. to 5:30 p.m. To accommodate business needs, employees may be assigned to other workdays and/or hours, including weekends and evenings.
ADA tag: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements and minimum qualifications listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions and/or meet the minimum qualifications.
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