The Administrative Coordinator provides high-level comprehensive administrative and operational support to the Office of Belonging & Inclusion. This role will be a proactive, self-starting individual who takes initiative, demonstrates excellent organization skills, and effectively manages office operations, budget tracking, and program coordination; and will play a key role in ensuring the smooth day to day operations of the office while also supporting broader campus-wide belonging and inclusion initiatives.
WHAT YOU WILL DO
Office & Administrative Management:
Serves as the point of contact for the Office of Belonging & Inclusion, fielding and directing inquiries, managing phone lines, placing office supply orders, managing printers, and copy systems, and ensuring smooth office operations.
Manage and maintain the Diversity Suite and Glavin Chapel, including scheduling, EMS reservations, restocking supplies, submitting workorders, and the general upkeep of the spaces.
Assist with calendar management for the Senior Director, including scheduling meetings, office hours, and key engagements.
Provide logistical and administrative support for team meetings, agenda preparation, documentation and follow-up action items.
Ensure all offices comply with Babson College policies and procedures.
Assist in updating and maintaining departmental websites, social media platforms, and Hub content.
Maintain and update office databases, spreadsheets, and records related to budgets and programs.
Assume additional responsibilities as requested and reviewed by Senior Director, Belonging & Inclusion.
Financial and Budget Management:
Monitor and co-manage departmental budgets, including submitting and tracking expenses, reconciling accounts, and processing payments, invoices, and reimbursements
Manage vendor relationships, process payments for speakers, performers, and service providers, and track contract deliverables.
Monitor funding allocations for student initiatives and programs.
Event and Programmatic Support:
Assist with planning and execution of campus-wide events, oversee event logistics, catering, venue reservations, and material preparation such as (but not limited to) welcome receptions, MLK Legacy Day, end of the year send-offs, and Baccalaureate Ceremony
Assist in managing logistics for guest speakers, facilitators, and performers, including travel, contracts, and accommodations.
Responsible for ordering food and supplies for weekly programs/offerings, coordinating with associate directors, assistant director, chaplains and student leaders to ensure items are ordered, received, and delivered
Assume additional responsibilities as required.
YOUR TEAM WILL INCLUDE
N/A
WHAT EDUCATION AND SKILLS YOU WILL NEED
Associate’s degree
At least 3-5 years of related experience in administrative, financial, program coordination, an office or other similar environment
Must have strong organizational and program management skills with the ability to work independently and take initiative.
Ability and willingness to work directly with a diverse student population across every dimension of diversity, both primary and secondary. Ability to navigate diverse cultural and religious perspectives while fostering a welcoming environment and ability to effectively interface with all constituents
Ability to work independently and as a team, anticipate needs, act with sound judgment and maintain strict confidentiality in all aspects of work
Ability to prioritize and coordinate multiple tasks with frequent interruptions while meeting strict deadlines
Must have excellent grammar, composition, and proofreading skills as well as exceptional verbal and interpersonal skills
Must have excellent oral, digital, and written communication skills with the ability to draft emails, reports, notes, effectively with students, staff, and external partners.
Must have a basic knowledge of current trends in student diversity and inclusion, particularly in regard to higher education
Strong organizational and interpersonal skills, and must be able to maintain a high degree of confidentiality at all times
Must have strong computer skills including proficiency in Google Drive/Docs and Microsoft Office (Word, Excel, PowerPoint, Outlook/Calendar)
Ability to envision and propose new methods to perform tasks that support ET&A; take thoughtful risks; and accept new and ongoing initiatives, objectives, and solutions to gain sought-after results.
Ability to anticipate and embrace change; demonstrate willingness to achieve, acquire, and utilize new skills and challenging tasks; and is flexible in changing conditions.
Must be highly detail-oriented and adaptable in a dynamic environment.
HOW AND WHERE YOU WILL WORK
Requires work onsite a minimum of 4 days a week; the on-campus requirement is subject to modification based on organizational need.
Some night and weekend work required.
ADDITIONAL SKILLS YOU MAY HAVE
Bachelor’s Degree preferred
