Administrative Coordinator

Alpha Delta Pi Sorority•Atlanta, GA

37d•Hybrid

About The Position

The Administrative Coordinator serves as a central point of organization for communications, mail and inventory, and executive and governance support, while also assisting with confidential corporate matters and supporting communication and event planning for various teams, including the Fraternal Government Relations and Grand Council. This role is responsible for coordinating office operations, managing official records, supporting onboarding and HR processes, and assisting with meeting and event logistics. This position reports to the Director of Human Resources and Special Projects and provides comprehensive administrative and operational support to the Executive Director.

Requirements

Associates degree or equivalent from a two-year college; at least two years’ related experience and/or administrative training; or equivalent combination of education and experience.
Advanced knowledge of Microsoft Office applications, and mail merging.
High degree of professionalism and confidentialityrequired.
Excellent written and oral communication skills.
Organized,accurate, efficient, detail-orientedand able to learn quickly.
Excellent management skills including project management, problemsolvingand managing multiple priorities.
Excellent customer service skills.
Valid driver’s license and operational car.
Ability to lift and move items up to50 pounds.
Team player and effective work practices under pressure while meeting all applicable deadlines.

Nice To Haves

Understanding of Greek membership organizations preferred.

Responsibilities

Coordinate the internal preparation for new hire onboarding.
Assistwith confidential duties related to corporate matters.
Manage the Executive Office Internship Program with support from the Director of Human Resources and Special Projects.
Manage andmaintainofficial Alpha Delta Pi files and records, including Grand Council, International House Corporation, andADPiProperties minutes.
Manage the organization’s info email inbox, ensuringtimelyresponses and organization of incoming inquiries.
Manage the Ring doorbell system and greet all visitors at the main door.
Manage incoming and outgoing mail, including but not limited to processing all outgoing mail and shipments, coordinating large mailing needs with departments, providing shipping estimates for special mailings, tracking lost shipments, and pursuing refunds for shipments and billing errors.
Manage stockroom supplies and coordinate with the Senior Director of Operations when supplies are low to verify budget for reordering.
Assist ExecutiveOfficeteams and departments with projects such as stationery and supply orders and support for incoming volunteers and new hires (name tags, business cards, etc.).
Manage the holiday and birthday card programs annually.
Manage and process International Officer (IO) forms to ensuretimelyandaccuratesubmission.
Oversee the inventory of returned badges.
Manage new member badge orders, membership certificates, and membership cards.
Manage preparation for face-to-face visits, including coordinatinglogistics, materials, and any special needs for the visits.
Manage the Hill Visit program with support from the Executive Director.
Provide administrative backup support for designated positions, including the Archivist and Assistant Director of Communications, when unavailable.
Assist the Executive Director with various tasks and projects including email, phone calls, meeting preparation, correspondence and mailings, and presentations.
Schedule and coordinate staff and director meetings, including agenda creation.
Assist Grand Council with correspondence, projects, and other administrative tasks.
Assist the Executive Director and International President with work and tasks related to NPC.
Assist with Grand Council meetinglogistics, including meal reservations, staff summary creation, and circulation of any needed materials. Attendance onsite isrequiredduring these meeting days.
Perform other duties as assigned.