Administrative Coordinator Office of the Provost

Temple University • Philadelphia, PA

1d • Onsite

About The Position

Temple University's Office of the Provost is searching for an Administrative Coordinator!
Become a part of the Temple family and you will have access to the following:
Full medical, dental, vision coverage
Paid time off
9 Federally Observed Paid Holidays
3 Personal Days
Tuition remission - eligible employees and their dependents can obtain a degree TUITION FREE
A generous retirement plan and so much more!
T25
Salary Range: $41,250 - $60,000
A variety of important factors are reviewed by HR when considering salary, including job duties, the applicant’s education and experience, all relevant internal equity considerations, department budget, and funding source.
Position Summary:
The Administrative Coordinator provides comprehensive, high-level administrative support to the Faculty Senate and the Office of the Provost. This shared services position plays a critical role in ensuring continuity, organization, and effective operations for Faculty Senate activities, particularly as Senate leadership rotates annually, while also supporting the day-to-day administrative functions of the Provost’s Office.
This position reports to the Director of Administration, with a dotted line to the Faculty Senate President. The incumbent manages both general and confidential administrative responsibilities, serves as a primary point of contact for Faculty Senate and Provost Office inquiries, and ensures a professional, responsive, and well-organized office environment. This position develops working knowledge of all functions within the Office of the Provost to provide accurate first responses to inquiries received via phone and email, including management of the [email protected] inbox.
The Administrative Coordinator supports assigned Vice Provosts with calendar management, meeting coordination, and follow-up tasks, shares responsibility for front desk operations in the Provost Suite, ensuring that visitors are greeted courteously and professionally, telephone calls are answered, and emails to the Provost Office inbox are responded to promptly. Will also serve as a backup to the Director of Administration for supporting the Provost’s schedule and meetings. The role requires exceptional organizational skills, sound judgment, discretion, initiative, and the ability to manage multiple priorities in a dynamic academic environment.
They will also manage office keys for the Provost Suite and related workspaces, assist in the preparation and set up of meetings within and outside of the Provost Suite, and coordinate scheduling for collaborative workspaces.
Additional administrative tasks may be assigned as needed to support the efficient operation of the office.
Work is in-person.
This position requires the following background checks: criminal history review.

Requirements

• Bachelor's degree and at least 1-year related administrative experience.
• Experience supporting high level Administrators.
• Demonstrated experience handling meeting planning and multiple calendars.
• Customer service experience.
• Demonstrated experience managing multiple electronic calendars.
• An equivalent combination of education and experience may be considered.
• Strong customer service skills with the ability to effectively interact with a diverse group of upper management, students, faculty and staff.
• Ability to manage listservs.
• Position requires particular attention to detail, and time/task management
• Demonstrated organizational skills with the ability to work independently and prioritize tasks.
• Strong attention to detail, accuracy and the ability to meet deadlines, and time/task management.
• Excellent organizational, communication and interpersonal skills.
• Must have the ability to work independently on projects.
• Demonstrated computer skills including MS Office Suite
• Ability to handle and secure, confidential and sensitive information.
• Exhibits and supports a positive attitude and encourages a positive attitude in co-workers.
• Under general supervision, the role requires discretion, initiative, and institutional knowledge to manage tasks effectively and efficiently.
• Demonstrated ability to manage multiple projects and keen management skills (including planning, negotiation, and communication skills).
• Ability to show initiative and to demonstrate a high degree of confidentiality and discretion and problem-solving.
• Ability to work nights and/or weekends, as necessary.

Nice To Haves

• Knowledge of all applicable computer software including Banner, COGNOS and KRONOS, CONCUR.
• Experience handling special events.

Responsibilities

• Provide high-level support to the Faculty Senate President and the Executive Committee.
• Oversee daily administrative operations of the Faculty Senate office.
• Purchase, maintain and order office supplies and equipment to support office functions.
• Ensure smooth execution of general office activities and functions of the Faculty Senate Office.
• Coordinate and schedule the annual Faculty Senate elections during the spring semester ensuring conformity with election procedures and timelines.
• Schedule and assist in the planning and coordination of committee activities, meetings and documentation.
• Attend all meetings of the faculty senate and the faculty senate steering committee.
• Maintain and organize paper and digital filing systems for easy retrieval and recordkeeping.
• Coordinate the annual Faculty Senate elections during the spring semester ensuring conformity with election procedures and timelines.
• Oversee the Annual Faculty Service Award process.
• Update, monitor, and maintain Faculty Senate listservs, group lists and email accounts.
• Compose and send out various announcements and emails regularly.
• Prepare and process purchase requisitions for office supplies and equipment.
• Prepare and process workflow items including work requests.
• Provide high-level support to assigned Vice Provosts or Vice Presidents.
• Maintain calendars, scheduling appointments, meetings, conferences, etc.
• Assist in arranging internal and external meetings, including reservation of space, catering and/or travel arrangements, for members of the Office of the Provost.
• Handle the Provost@temple email inbox, ensuring timely responses to inquiries and directing requests appropriately.
• Responsible for providing support for back-up front desk operations, including greeting visitors and managing phone calls in a courteous and professional manner.
• Provides support for travel, conferences and committee work; including using Concur, maintaining records, organizing registration, establishing travel budgets for approval and scheduling meetings.
• Attends staff meetings and actively participate by making recommendations regarding new administrative policies and procedures or changes and improvements to existing processes.
• Develops and/or initiate new office forms and procedures.
• Identifies and analyzes routine problems and inquiries; independently handles internal and external telephone calls and email, responding to questions, resolving problems and furnishing information when possible.
• Refers to appropriate University offices for resolution.
• Provides support for administrative searches and providing staff support to search committees including scheduling meetings, preparing candidate materials, and making meeting and travel arrangements.
• Provides support and assistance with annual provost office and university events.

Benefits

• Full medical, dental, vision coverage
• Paid time off
• 9 Federally Observed Paid Holidays
• 3 Personal Days
• Tuition remission - eligible employees and their dependents can obtain a degree TUITION FREE
• A generous retirement plan

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level