Administrative Assistant

General Statement of Duties:
The Administrative Coordinator is primarily responsible for the day-to-day overall function of the office. The incumbent will perform a complex and wide range of administrative activities related to data management, record-keeping, office administration, and event logistics. The ideal candidate will communicate directly with alumni as an extension of the DAR office, with accuracy, professionalism, and timeliness.

• Works independently and as part of a team in a dynamic, fast-paced work environment, juggling multiple and changing priorities and responding to the strategic needs of the department fundraising teams more broadly.
• Manages internal and external mailings including bi-weekly gift acknowledgements and project-based mailings.
• Supports Associate Director with event logistics for 15+ events including alumni events, dental specialty conferences, and Board of Fellows meetings.
• Organize and ship materials to events
• Liaison with vendors, as assigned.
• Research venues, secure quotes, and collaborate with DAR team on strategic decisions, as assigned.
• Assist with event registration list management and input event attendance into Advance donor database.
• Books space for meetings and creates Outlook calendar invitations.
• Monitors the department budget and tracks expenses; processes reimbursements and invoices for payment; orders supplies and other materials as necessary.
• Manages calendars on behalf of the Associate Dean and the department.
• Oversees department supplies and restocks supplies as needed.
• Manages inventory and distribution of HSDM promotional materials.
• Processes Concur reports.
• Books travel for Associate Dean through Egencia.
• Manages annual Holiday card mailing project.
• Support fundraising activities as available/appropriate.
• Creates nametags and provides event support as needed.
• Contributes to the mission and vision of HSDM and models the School’s core values in all facets of the work.
• Performs other related duties as assigned or requested.

Required skills:

• The ideal candidate will be trained to use Advance independently to make necessary data entry, biographical updates, and other duties, as assigned.
• Diplomacy, tact, collaboration, maturity, ability to maintain confidentiality, and organizational skills necessary.