Careers at RMU

Position Department: Collaborative Learning Institute

Position Type: Staff Full-Time

The Administrative Coordinator provides comprehensive administrative and operational support to the Collaborative Learning Institute and specifically the Bayer Center for Nonprofit Management (BCNM) and the Covestro Center for Community Engagement (CCCE). This role requires exceptional organizational skills, technology skills, attention to detail, proactive problem-solving abilities, and the capacity to manage diverse tasks efficiently in a fast-paced environment. The Administrative Assistant will serve as a key point of contact, manage schedules and communications, and support the smooth functioning of the Institute and both Centers activities and programs.

• Administrative Support: Manage scheduling meetings, appointments, special events, programming and travel arrangements for Directors and Chief Officer. Prepare agendas, take minutes, and follow up on action items for meetings. Organize and maintain electronic and physical filing systems, ensuring information is easily accessible. Prepare correspondence, reports, presentations, and other documents as needed. Handle incoming and outgoing mail, email, and phone communications, prioritizing and directing appropriately. Assist with office management tasks, such as ordering supplies and coordinating equipment maintenance. Maintain and update contact lists and databases.
• Programmatic Support (Bayer Center): Assist with the coordination of educational programs, including scheduling logistics, preparing materials, and managing registrations. Support the preparation and distribution of consulting reports and other client-related documents. Assist with the administrative aspects of the Wage and Benefit survey, such as data entry and distribution. Help coordinate communication with instructors and consultants.
• Programmatic Support (Covestro Center): Provide administrative support for the BoardsWork!, Executive Service Corps, and SkillShare programs. Assist with the preparation of training materials, surveys, forms, and agreements. Help coordinate logistics for program events, workshops, and kick-off/ending celebrations. Assist with the collection and organization of program evaluation data. Support the maintenance of business and nonprofit contracts related to CCCE programs.
• Data Management and Financial Assistance: Assist with data entry into Salesforce or other relevant databases. Help track Institute revenue opportunities, contacts, projects, and reports. Assist with the administrative aspects of revenue management such as organizing documentation and tracking reporting deadlines. Process expense reports and invoices, as needed.
• Marketing and Communications Support: Assist with the preparation and distribution of Institute marketing materials, including social media posts, website content updates, and brochures. Help collect information and stories related to the impact of the Institute and both Centers. Assist with the coordination of special events related to the Institute and both centers.
• General Support: Serve as a point of contact for inquiries related to the Institute, providing information and directing individuals appropriately. Maintain confidentiality of sensitive information. Exercise discretion and good judgment in handling administrative matters. Provide support for special projects as assigned by Directors and Chief Officer. Collaborate effectively with other university staff, volunteers, and external partners. Perform other duties as assigned to ensure the efficient operation of the Institute and both Centers.

• High school diploma or equivalent required; Associate's or Bachelor's degree preferred.
• Proven experience (typically 3+ years) as an administrative assistant, preferably
• supporting a senior-level manager or multiple programs.
• Exceptional organizational and time management skills with the ability to prioritize tasks
• and meet deadlines.
• Strong attention to detail and accuracy.
• Excellent written and verbal communication skills.  
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other
• relevant software.  
• Experience with database management (e.g., Salesforce) is a plus.
• Experience with Project Management software is a plus.
• Ability to work independently and as part of a team.
• Proactive and resourceful problem-solving skills.
• Ability to maintain confidentiality and exercise discretion.

Exemption Status: Non-Exempt

Act 153 Clearance Required: No

Required To Pass a Motor Vehicle Report Check (If driving on behalf of the University): No

Required to Pass a Credit Check: No

Additional Posting Information: None

Special Applicant Instructions: None

RMU complies with all applicable federal, state and local laws and provides equal opportunity in all educational programs and activities, admission of students and conditions of employment for all qualified individuals regardless of race, color, sex, religion, age, disability, sexual orientation, or national origin.

Federal law requires employers to provide reasonable accommodations to qualified individuals with disabilities. Please email humanresources@rmu.edu or call us at (412) 397-6270 if you require a reasonable accommodation to apply for a job or to perform your job.