Administrative Coordinator

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
11 Paid Holidays
Tuition remission - eligible employees and their dependents can obtain a degree TUITION FREE
A generous retirement plan and so much more.

Salary Grade: T25
Learn more about the "T" salary structure here:
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
Reporting to the Director of Administration, the Administrative Coordinator provides comprehensive administrative support to the Office of the Provost. The incumbent is responsible for managing both general and confidential administrative functions for the office, ensuring efficient operations and a professional work environment. This position will develop expertise in all functions of the Office of the Provost to provide accurate first response to inquiries in the main office via phone and email. Key responsibilities include managing the email inbox, ensuring timely responses to inquiries and directing requests appropriately, and providing administrative assistance to assigned Vice Provosts, including calendar management, meeting coordination, and follow-up tasks.

The incumbent will share responsibility for front desk operations, ensuring that visitors are greeted courteously and professionally, telephone calls are answered, and emails to the Provost Office inbox are responded to promptly. They will also manage office keys for the Provost Suite and related workspaces, assist in the preparation and setup of meetings within and outside of the Provost Suite, and coordinate scheduling for collaborative workspaces.

Other responsibilities include acting as a liaison with department heads to coordinate the purchasing and maintenance of office supplies and equipment, drafting and preparing documents such as agendas, notices, and meeting minutes, and safeguarding confidential documents and reports. This position will also provide administrative support to the Director of Administration and serve as a backup to the Director for support of the Provost's schedule and meetings. This position requires strong organizational and computer skills, sound judgment, and initiative. Additional administrative tasks may be assigned as needed to support the efficient operation of the office. Performs other duties as assigned.

Required Education & Experience
Bachelor's degree and at least one year of directly related experience or at least five years of directly related administrative experience. Experience supporting high-level Administrators. Demonstrated experience handling meeting planning and multiple calendars. Customer service experience. An equivalent combination of education and experience may be considered.

Required Skills & Abilities:
Strong customer service skills with the ability to effectively interact with a diverse group of upper management, students, faculty, and staff.
Demonstrated organizational skills with the ability to work independently and prioritize tasks.
Strong attention to detail, accuracy, and the ability to meet deadlines.
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.
Demonstrated experience managing multiple electronic calendars.
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 demonstrate a high degree of confidentiality, discretion, and problem-solving.
Ability to work nights or weekends, as necessary.

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

This position requires a background check.

Temple University is committed to a policy of equal opportunity for all in every aspect of its operations, including employment, service, and educational programs. The University has pledged not to discriminate on the basis of age, color, disability, marital status, national origin or ethnic origin, race, religion, sex (including pregnancy), sexual orientation, gender identity, genetic information or veteran status.

Compliance Statement:In the performance of their functions as detailed in the position description employees have an obligation to avoid ethical, legal, financial and other conflicts of interest to ensure that their actions and outside activities do not conflict with their primary employment responsibilities at the institution. Employees are also expected to understand and be in compliance with applicable laws, University and employment policies and regulations, including NCAA regulations for areas and departments which their essential functions cause them to interact.

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