Administrative Office Coordinator

Eastern New Mexico University•Main Campus - Portales, NM

2d•Onsite

About The Position

The Administrative Office Coordinator serves as the central administrative and operational support role for the Foundation, ensuring the efficient day-to-day functioning of the office. This position manages administrative processes, coordinates communications, supports donor and board activities, and assists with events and projects that advance the Foundation’s mission.

Requirements

A high school diploma or equivalent certificate
At least two years of administrative office support experience, preferably in a nonprofit, higher education, or professional office environment; or an equivalent combination of education and/or experience required
Excellent organizational skills with strong attention to detail
Ability to effectively organize, prioritize, and manage multiple tasks and competing deadlines while maintaining accuracy, attention to detail, and a high level of customer service
Excellent communication and interpersonal skills, with a demonstrated ability to build and maintain effective working relationships
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
Ability to maintain confidentiality and exercise sound judgment when handling sensitive information
Must pass a pre-employment background check.

Nice To Haves

Experience in a nonprofit, higher education, or professional office environment

Responsibilities

Manage front office operations, including phone, email, mail, and visitor reception
Maintain office systems, supplies, and vendor relationships
Provide executive-level administrative support for the AVPA and the Director of Annual Giving and Engagement, as delegated by the AVPA
Develop and maintain organized filing systems (digital and physical)
Support basic financial processes, such as invoice tracking, expense reports, and reimbursements
Coordinate logistics for board and committee meetings, including scheduling, materials, and minutes; and events, including registrations and materials
Assist with preparation and distribution of meeting agendas and packets
Maintain board records and governance documents
Assist with donor correspondence, acknowledgments, and database updates
Maintain accurate records in CRM or donor database
Support stewardship activities and donor communications as needed
Assist with the annual scholarship award process, including coordinating the seasonal flow of scholarship applications, recipient information, and related documents through the Foundation's scholarship management software
Assist with planning and execution of Foundation events (e.g., donor recognition and fundraising events)
Support special projects and initiatives led by Foundation leadership and Alumni Affairs colleagues
Assist with drafting and formatting basic communications, newsletters, and reports
Update website and social media platforms as directed
Ensure consistent branding across materials
Supervise student employees, if applicable
Regular and predictable attendance required
Perform other job-related duties as assigned