Administrative Coordinator

  • D'Youville College
  • Buffalo, NY, USA
  • May 05, 2021
Full time Other Administrative Positions

Job Description


The Administrative Coordinator will report directly to the Executive Assistant to the President, who will direct and oversee processing the administrative details of the President’s office, including all correspondence, maintenance of confidential files, contracts, schedule all appointments, meetings, and travel arrangements for the President. Works with internal and external groups and do related work as required.

Under the general direction of the Executive Assistant to the President, assists in planning, organizing and implementing the administrative details of the Office of the President. Performs administrative functions and projects as assigned by the President. Work responsibility and independently performing complex duties for the Office of the President. 

The Administrative Coordinator will report directly to the Executive Assistant to the President, is primarily responsible for coordinating and managing administrative duties for the Office of the President. Duties include coordinating Board of Trustee visits, coordinating Presidential Events that include Commencements, College Assembly, Display of Archives, Trustee events, Full Professor Dinner, Town Halls, Listening Salons, Board Meetings, political VIPs on campus, and leadership and Board retreats. Other duties include drafting a yearly event schedule, promoting events to the campus, and calendar scheduling of such events.

This job works in the Office of the President and reports primarily to the Executive Assistant to the President and President.


  • Consistent use of discretion, confidentiality, and sensitivity in performing the duties of the position.
  • Responsible for initiating and responding to questions and requests from outside contacts.
  • Serve as receptionist for the President.
  • Excellent computer skills needed with demonstrated proficiency at Word, Excel, SharePoint, development and presentation software (PowerPoint) along with the ability to learn other software programs.
  • Performs routine administrative duties of the Office of the President along with special assignments as requested.
  • Answer and screen all calls, take messages, and refer callers.
  • May assume functional responsibility for the office in absence of administrators.
  • Type and, when requested, compose office correspondences such as letters, memoranda, reports, proposals, speeches, etc., for the President and his/her staff, as requested
  • Serve as event coordinator for activities such as College Assembly meetings, President’s Council retreats, Trustees’ receptions, etc.
  • Coordinate special projects as assigned by the President as relating to her organizational involvement
  • Handle special and confidential assignments.
  • Provide telephone coverage at all times for the President’s office. Be sensitive to the impact and image to people inside and outside of the company.
  • Initiate and handle routine matters and files including follow-up file and correspondence for President.
  • Open, sort, prioritize and distribute incoming mail, including composing responses. Correspondence may include extremely confidential and highly sensitive materials.
  • Maintain a level of personal integrity, appearance and behavior toward others which is a positive influence and establishes high standards for individuals throughout the institution.


  • Excellent verbal, written, and interpersonal skills: articulate, professional in appearance and work habits.
  • Handle classified information with absolute confidentiality.
  • Ability to work independently; to grasp instructions quickly and to know when to seek help.
  • Well organized and able to work under deadline pressure and troublesome conditions.
  • Ability to represent D’Youville and Vice Presidents with tact and maturity when interacting with people of all levels both within and outside the institution.
  • Experience planning meetings and making travel arrangements.
  • Self-Starter with proven organizational and problem-solving skills.
  • Ability to meet deadlines.
  • Handle classified information with absolute confidentiality.
  • Ability to develop and maintain constructive and cooperative working relationships within the organization, and with our stakeholders.
  • Conceptual, analytical and organizational skills with an attention to detail and be able to manage multiple projects and priorities.
  •  Able to work independently and as part of a team.
  • Familiarity with common office procedures, multitasking and ability to meet deadlines.
  • Strong computer skills with knowledge of PowerPoint, Word and Excel.
  • Ability to communicate effectively and work within a close team environment.
  • Typing with high proficiency with minimal error is required. Attention to detail is extremely important. Knowledge of various computer programs i.e. Microsoft Office (Word, Excel, Power Point, Access, SharePoint), Outlook, and the Internet.
  • Flexibility to handle various assignments.
  • Passion for serving others and a belief in above-and-beyond customer service.



  • A bachelor’s degree is required along with a minimum of five of experience with three years of experience at the executive/senior level.
  • Higher education experience preferred.

Application Details


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