Senior administrative coordinator job description

AvalonBay Communities, Inc. is one of the nation's leading Real Estate Investment Trusts (REIT's), in the business of developing, redeveloping, acquiring and managing quality apartment communities in high barrier-to-entry markets of the United States. These markets are located in the Northeast, Mid-Atlantic, Southeast, Pacific Northwest and Northern and Southern California regions of the country. We currently own and operate approximately 82,000 apartment homes in the US and employ approximately 3,000 associates.

Creating a better way to live is the purpose that binds AvalonBay associates. We take that purpose seriously and expect you will as well. By focusing on collaboration, innovation, and taking ownership of our choices and actions, we act in ways that focus on creating value for our customers, investors and associates. Your positive, professional, and consistent personal interactions make AvalonBay a great place to work.
The Role


The Sr Administrative Coordinator performs a wide variety of administrative duties in support of a senior executive that oversees multiple regions. Duties may including providing direction to other administrative coordinators to facilitate completion of work.
Provide administrative operations support; including but not limited to maintaining calendars, handling travel arrangements, and coordination of events Leads the coordination and preparation of meeting materials, presentations, and documentation as needed. Ensures administrative functions and processes run according to company policy. Compiles documents for travel-related meetings Screens incoming telephone calls, emails, and written correspondence and response to inquiries when necessary Creates and maintains databases, spreadsheets, presentations and various other files; provides recommendations for improvements Prepares departmental reports by collecting needed information and presenting in an effective way Monitors departmental budgets and submits invoices and expense reports for payment Leads the coordination in planning company events, meetings, or special projects
You Have...


Education:

High School diploma or equivalent (GED) required. Some college or other post-high school education preferred.

Experience:
Minimum of 6 years of administrative assistant experience supporting a multi-person department or executive(s).

Knowledge, Skills and Abilities:

Demonstrates attention to detail in all aspects of work Demonstrates strong organizational and time management skills Reads and writes English as demonstrated by clear and concise written and verbal communications. Performs basic arithmetic skills (measurement, addition, subtraction, multiplication, and division) in order to do basic calculations and analyses such as estimating, determining averages and percentages, and calculating totals as outlined under the Business Math Policy (8-01) in the AvalonBay Procedures Manual Performs basic Microsoft Office applications such as word processing, spreadsheets, and presentations Frequently operates general office equipment such as, but not limited to, personal computer, telephone, photocopying machine, facsimile machine, and postage machine.
How AvalonBay Supports You


We know that our teams are the beating heart of our success and we're committed to showing our appreciation.

We offer:

Comprehensive benefits - health, dental & vision, 401(k) with company match, paid vacation and holidays, tuition reimbursement, an employee stock purchase plan and more! Growth based on achievement and promotion from within. Associate recognition (a company-wide recognition program that celebrates associate efforts and successes in contributing to the overall success of the organization - including destination awards, 'AvalonBay's Very Best' recognition program and others!). A 20% discount on our incredible apartment homes. A culture built on purpose and our core values - A Commitment to Integrity, A Spirit of Caring, and A Focus on Continuous Improvement.
Additional Info


AvalonBay is proud to be an equal opportunity employer and is committed to an inclusive and diverse work environment free of discrimination and harassment. We believe that in order to achieve our purpose of creating a better way to live, we mustrecruit, develop and retain associates with a wide range of backgrounds, experiences and perspectives and create an environment that encourages all voices to be heard, understood and appreciated.With this we know we can do great things.

AvalonBay will consider for employment qualified applicants with criminal histories in a manner consistent with requirements under the law.

#LI-Hybrid

The Senior Coordinator provides secretarial and administrative support to the President and Office of the President primarily through support to the Special Assistant to the President and the President's Senior Executive Assistant. The Senior Coordinator works as a key member of the President's support team. The candidate selected must be capable of taking direction from multiple sources and discern the President's office priorities.
Job Description

Note: The following duties are illustrative and not exhaustive. The omission of specific statements of duties does not exclude them form the position if the work is similar or related or a logical assignment to the position. Management may require incumbents to perform duties other than those contained in this document.

Secretarial support to the Special Assistant to the President and to the President:
Work with the Special Assistant to the President to organize meetings including Strategic Planning, Key Result Areas (KRAs), Execution, Retention Task Force, and other meetings or events assigned by the President's Office.Manage day-to-day office operations for the Special Assistant to the President including phone calls, emails, meetings, and campus visitors.Oversees arrangements of Community Day (semi-annual all employee meeting).Work with Special Assistant to the President on coordinating special events and meetings with Community Partners.Assist with managing departmental budget and email accounts.Assist with Board of Trustees and board meeting preparations, as needed.Assist the Board of Trustees at University Campus Commencement ceremonies, including setup, robing and line up.Organize and process efficiently a large volume of correspondence from the President's Office to various constituents.Assist with processing University complaints; direct to the appropriate contact before forwarding to Special Assistant to the President.Other duties as assigned by the Special Assistant to the President, President, or Senior Executive Assistant to the President.Substitute for the Senior Executive Assistant in the President's office in her absence.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:
Ability to work in a fast paced environment Ability to work as a member of a team Excellent customer service and interpersonal skills Ability to communicate effectively with internal and external constituencies of the UniversityExcellent written, oral and analytical skills; organizational and logistical skills necessary to complete multiple tasks in a timely manner Ability to manage a large volume of mail merging Ability to work independently; ability to make informed appropriate decisions and to act to address emergent needs Computer competency in Microsoft Office, Word, Excel, PowerPoint, Datatel, and Raiser's EdgeAbility to maintain confidentiality on issues dealt with by the President, Special Assistant to the President and the President's Staff

EDUCATIONAL REQUIREMENTS / QUALIFICATIONS:
Associate degree or higher preferred Knowledge of Saint Leo University, a plus Minimum of 3-5 years administrative support experience, preferably in higher education

Why Work at Saint Leo?

What it's Like to Work Here: Ask our employees and the one word they'd use to describe working at Saint Leo University is “Community.” Our team members all share the Saint Leo core values, positive attitudes, and problem-solving abilities, enabling them to provide excellent student centered service. Our mission is educating and preparing students for life and leadership in a challenging world. Thank you for your interest in joining the Saint Leo PRIDE!

We are committed to providing our employees with the support they need. At Saint Leo, we offer an array of medical, dental, and vision packages as well as several add-on perks to make your benefits package truly customizable to you and your family needs. Available benefits based on employment status (Full Time vs Part Time).
Inclusive Group Health Plan (Medical, Dental, Vision) Group Health Plan features include Teledoc, Surgery Plus!, Wellness Incentive Program, Nationwide Pet Insurance, just to name a few!Health Reimbursement Account (University Paid!) and Flexible Spending Accounts (healthcare and dependent options) Tuition Remission (Employee, Spouse, and Dependents)*Tuition Exchange opportunity for dependent of employees*Paid Personal Leave (Sick, Vacation, Holidays)403b - Annual match 3%-9% of pay based on employee's contribution. University match and fully vested within one month of hire date.Basic Life and AD&D Insurance valued at 30k (University Paid!) Income Protection Benefits after one year Additional options for supplemental insurance

*Eligibility based on meeting required service period

Together, Housing Services and the Office of Residential Education create a lived experience that supports, engages, and inspires students throughout their university experience. It's the place they call home, the place where they will learn more about themselves, their community, and the world around them. Within a 24/7 community of support, staff and residents build meaningful relationships that inspire exploration, growth, and learning.

Carnegie Mellon University's Housing Services, and the Conference & Events Services department is searching for a Senior Administrative Coordinator. Reporting to the Director of Housing Facilities and taking direction from the Director of Conference & Event Services (CES), this role is an excellent opportunity for someone who thrives in an interesting and challenging work environment. You will contribute to the department by providing essential support by providing administrative support to both departments and assisting with the office management workflow for all Student Affairs departments in the office.
Core responsibilities will include:

Provide primary administrative support for the Director of Housing Facilities, including facilities, finance, and operations Serve as the primary person to answer all Conference Event Services inquires via telephone, email, and walk-in guests regarding services, account charges, and any other related matters Providing and coordinating office functions such as data entry and record-keeping via departmental databases; compile and distribute reports; maintain and update departmental standard operating procedures Work with other departments within the Division of Student Affairs to manage and support daily activities of the offices such as but not limited to ordering of supplies, conference room set-ups, coordination of deliveries, office-wide communications, and guest parking Inspect client/student-submitted documents for accuracy and completeness, create reports related to purchasing for facilities, and managing small projects from conception to completion Assist with financial processing and reporting, utilizing databases, handling confidential information, and providing administrative support to the general office staff May supervise student staff workers in the front reception area Other duties as assigned


Daily work requires significant knowledge of the policies, procedures, and organization of the housing, conferences & events, financials, and facilities areas, as well as the ability to provide information to students, staff, faculty, and the public. The ability to work collaboratively is an essential skill for this position.

Flexibility, excellence, and passion are vital qualities within Housing Services. Inclusion, collaboration and cultural sensitivity are valued competencies at CMU. Therefore, we are in search of a team member who is able to optimally interact with a varied population of internal and external partners at a high level of integrity. We are looking for someone who shares our values and who will support the mission of the university through their work.


Qualifications:


High School Diploma or GED required; Associate's Degree preferred 3-5 years of administrative support experience required preferably in a higher education setting Preferred experience: experience working with student accounts, reports, and auditing; experience with audits, and inventory; experience in a "Customer Service" oriented atmosphere, working in a university environment and should have excellent customer service skills and be computer literate Equivalent combination of education and/or experience may be considered



Requirements:


Successful Background Check


Are you interested in this exciting opportunity? Please apply!


CMU's COVID-19 Vaccination Requirements:
As a condition of employment, Carnegie Mellon University requires all staff and faculty working in the United States to be fully vaccinated, including a booster when eligible, against COVID-19. Prior to commencement of employment, new hires in the United States must provide proof of vaccination or obtain an approved exemption. (Exemptions may be requested for medical reasons or for religious or strong moral or ethical conviction.) Those granted an exemption must comply with all applicable COVID-19 mitigation requirements. The most up-to-date information on CMU's COVID-19 mitigation requirements can be found here: Minimum Requirements to Return to Campus.


Location

Pittsburgh, PA

Job Function

Administrative Support and Coordination

Position Type

Staff - Regular

Full Time/Part time

Full time

Pay Basis

Hourly

More Information:



Please visit "Why Carnegie Mellon" to learn more about becoming part of an institution inspiring innovations that change the world. Click here to view a listing of employee benefits Carnegie Mellon University is an Equal Opportunity Employer/Disability/Veteran . Statement of Assurance