Advancement Operations Coordinator

Palm Beach Atlantic University•West Palm Beach, FL

5d•Onsite

About The Position

In support of the university’s mission and objectives, the Advancement Operations Coordinator facilitates the daily operations of the Advancement office to ensure smooth operations. This position manages projects for both the Marketing and Development teams, coordinating tasks ranging from vendor relationships and marketing orders to photo requests and event support. Additionally, the coordinator handles administrative duties and fosters effective collaboration across departments.

Requirements

Bachelor's degree in Business, Operations, Communications, or other related field required.
1+ years’ experience in a fast-paced office environment, demonstrated knowledge of office best practices, and strong customer relations skills.
Ability to work non-routine hours during certain times of the year.
Ability to sit for prolonged periods of time.
Ability to traverse campus and stairs.
Ability to lift/move objects up to 25 pounds.

Nice To Haves

Customer Service Orientation – Keeps internal and/or external key stakeholder(s), students, parents, faculty, staff and community partners in mind at all times.
Professionalism – Displays a high level of professionalism, e.g. timeliness, reliability, communication, and work ethic.
Christ-first Faith – Provides spiritual support to community members, including students, on their Christian faith journey.
Adaptable/Flexibility – Ability to change or adjust to change.
Attention to Detail – Ability to efficiently and accurately focus on a specific task or number of tasks. Reviews details with a critical eye.
Business & Financial/Budget Acumen – Demonstrates knowledge and understanding of financial concepts, accounting, marketing and organizational functions.
Confidentiality – Maintains the necessary confidentiality and discretion required for the position.
Creativity – Ability to think creatively and design creative solutions to problems.
Effective Communication – Expresses ideas and information in a clear and concise manner both verbally and in writing to convey clear, well-articulated messaging across a wide variety of audiences.
Establishes Trust – Gains the confidence of others by actions and words that promote being honest, forthcoming, and vulnerable.
Problem-solving – Anticipates, evaluates, diagnoses, and resolves problems in a systematic and fact-based manner.
Project and Time Management – Effective planning and priority setting. Ability to manage several complex projects simultaneously while working under pressure to meet deadlines.
Results Orientation & Accountability – Takes accountability and identifies, executes and drives actions to consistently achieve desired results.
Self-development – Grow one’s self-awareness, abilities, skills, and/or talent.
Teamwork & Collaboration – Creates a climate that fosters commitment to a common vision and shared values that promote cooperation and working together through trust and support of others both departmentally and cross-functionally.

Responsibilities

Manages daily operations of the Advancement-Marketing office to maintain excellent front office presentation, vendor deliveries, and student worker spaces and schedules.
Manages office supplies and furniture orders, ensuring regular deliveries of essential items.
Maintains a record of office storage spaces and equipment inventory for Creative Services and Marketing team supplies.
Supports the Events Manager with preparations for special events such as purchasing event supplies, ensuring timely delivery, and coordinating vendor communications specific to events.
Coordinates student volunteers and talent for photo and video shoots.
Maintains the Advancement Office calendar for staff.
Organizes and communicates details about team meetings and gatherings.
Plans the onboarding process for new personnel to the Advancement team.
Provides administrative support to the Associate Vice President of Marketing.
Manages department contracts, ensuring prompt and accurate contract coordination with vendors and payment processing according to Business Office procedures.
Processes requisitions and tracks purchase orders to ensure timely processing of payments.
Reconciles credit card purchases for the Advancement staff ensuring all receipts are obtained and documentation is submitted to the Business Office.
Updates budget spending, produces monthly reports, and coordinates budget request information within the university’s budget management system.
Executes expense reports for Advancement staff.
Maintains memberships for the Advancement staff.
Facilitates new vendor set ups in the university financial management system.
Coordinates with ITS on equipment purchases for Advancement team needs.