Administrative coordinator

Job Description

Chi Omega Fraternity is seeking qualified applicants for the position of Administrative Coordinator at the Executive Headquarters in Memphis, TN. This position is full-time, non-exempt and reports to the Administrative Manager.

Responsibilities:

Administrative Support

• Support the Administrative Manager, other managers, and volunteers with various administrative and database tasks.

• Oversee all outgoing mail, including the processing and shipment of chapter supply orders.

• Provide superior customer service by responding quickly and accurately to incoming emails and phone calls to the Executive Headquarters.

• Answer and route inbound calls to the Executive Headquarters during peak call times and act as backup when front desk/Administrative Assistant is out of the office.

• Operate office equipment within the building and contact vendors as needed.

• Update information accurately in the Fraternity’s membership database.

• Provide administrative support to the Systems Department by processing membership transactions, generating member and quality assurance reports, and assisting with general system-related tasks.

• Edit and prepare documents for use in events and communications according to Chi Omega brand standards.

• Prepare materials and supplies for national meetings, including packing, logistics, and onsite setup.

• Coordinate regular all-staff meetings. This includes collecting agenda items from staff and managers, collecting focus topic ideas, distributing the agenda, and writing, editing, and distributing minutes.

• Maintain the calendar system used by staff, board members, and team leaders. This includes training staff on entering events.

• Support the Administrative Manager in planning staff parties and events.

• Assist with training and orientation for new staff members. This may include giving a tour of the facilities, making introductions to other staff members, explaining routine office procedures and equipment, preparing new employee manuals, updating various lists to include new staff members, ordering supplies, and requesting set-up of logins and passwords.

• Support the Administrative Manager with supplies and inventory checks for the Executive Headquarters and Chi O Creations Cart.

• Schedule and coordinate the use of the Chi O Creations Cart for Executive Headquarters events.

• Assist the Administrative Manager with curating merchandising collections for Chi O Creations.

• Complete additional projects for the Fraternity upon request.

Leadership and BOARD Support

• Coordinate chapter anniversary and special event speaker requests with the CEO, members of the Governing Council (board of directors) and other volunteers and communicate process and confirmation of speaker to host chapter, speaker, and respective Executive Headquarters staff liaisons.

• Create and distribute correspondence, documents, lists, and emails as directed by the Administrative Manager, CEO, and members of Chi Omega’s Governing Council.

• Help with a wide variety of other special projects or tasks as directed by the Administrative Manager or other members of the Fraternity’s leadership team. This could include coordinating mailing, participating in meetings, taking notes, helping with meeting planning,or any projects that require attention to detail.

• Serve as a member of various national meeting planning teams and assist with meeting arrangements and logistics for various internal and external meetings as requested. This may require arranging local transportation, reserving, or assigning rooms, registering participants for conferences, maintaining RSVP lists, preparing itineraries, nametags, creating handouts or PowerPoint presentations, and coordinating or participating in group tours of Chi Omega’s Executive Headquarters.

Education Experience:

• Bachelor's degree in business, business administration, office management, or related field.

• Minimum of three years of administrative experience preferred.

Technical skills:

• Proficiency with Microsoft Office 365 suite including Word, Excel, PowerPoint, and

Outlook, including calendar and tasks.

• Outstanding data entry and data quality assurance skills.

• Experience handling a multiline phone system.

Qualifications requirements:

• Membership in Chi Omega

• Strong commitment to customer service, both internally to other staff members and externally for members and the general public.

• Strong organizational skills.

• Attention to detail and accuracy.

• Ability to work well under pressure and with a sense of urgency to meet deadlines.

• Ability to juggle multiple projects at once and transition smoothly from one project to the next.

• Ability to work well with others with a strong sense of teamwork and cooperation.

• Excellent written and oral communication skills, including excellent grammar and a professional, friendly speaking voice.

• Excellent interpersonal skills; a friendly, flexible attitude; and a professional, polished demeanor.

• Ability to work with discretion and handle confidential information.

• Ability to lift upwards of 50lbs.

Location: This position is located at the Chi Omega Executive Headquarters in Memphis, Tennessee.

Travel: This position requires occasional travel to support Chi Omega’s national Convention, or other national meetings. Travel will be scheduled in advance.

Full-time