Position Introduction:

The Administrative Coordinator supports the J.C. Penney Leadership Center by coordinating administrative operations, planning engagement activities, and providing operational support that advances the Center's leadership development mission. This position serves as the primary administrative contact for the Center, welcoming guests, coordinating office operations, managing financial and purchasing activities, and planning networking, alumni, and student engagement events. The Administrative Coordinator collaborates with students, alumni, donors, university departments, and community partners to ensure efficient operations and high-quality experiences for all Center stakeholders.

Additional Departmental Duties:

• Office Administration
  • Serves as the primary administrative contact for the J.C. Penney Leadership Center, welcoming guests, answering inquiries, and providing exceptional customer service to students, alumni, employers, donors, faculty, staff, and community partners. 
  • Coordinates the daily administrative operations of the Center, including maintaining office procedures, managing office supplies and equipment, and ensuring efficient office operations. 
  • Coordinates calendars, schedules meetings, makes travel arrangements, and assists with special projects for Center leadership. 
  • Establishes and maintains departmental records, confidential files, and administrative documentation. 
•  Financial Administration
  • Assists with preparation and monitoring of departmental budgets and maintains accurate financial records. 
  • Coordinates purchasing, payment processing, reimbursements, travel authorizations, travel expense reports, and supporting documentation in accordance with university policies. 
  • Reviews invoices and vendor payments for accuracy and coordinates with university financial offices to ensure timely processing.
  • Monitors delegated expenditures and assists with budget reconciliation and financial reporting.  
• Event & Program Coordination
  • Plans, coordinates, and executes networking events, alumni engagement activities, leadership programs, employer events, receptions, workshops, and other Center-sponsored initiatives. 
  • Develops event timelines, manages registrations, coordinates vendors, and oversees logistical arrangements including space reservations, catering, audiovisual support, signage, parking, technology, and event materials. 
  • Provides on-site coordination to ensure successful execution of events and a positive participant experience. 
  • Coordinates post-event follow-up activities and maintains event records and documentation. 
• Alumni & Stakeholder Engagement
  • Supports alumni engagement initiatives by coordinating communications, networking opportunities, volunteer activities, and leadership programming. 
  • Builds and maintains collaborative relationships with students, alumni, faculty, employers, donors, corporate partners, and university departments. 
  • Serves as a point of contact for engagement activities and assists stakeholders by providing information and coordinating participation. 
• Reporting & Administrative Support
  • Collects, maintains, and reports data related to Center activities, participation, budgets, and engagement initiatives. 
  • Assists with preparing reports, correspondence, presentations, and other administrative materials. 
  • Supports assessment efforts by tracking participation, compiling feedback, and identifying opportunities for continuous improvement. 
  • Performs other duties as assigned to support the mission and objectives of the J.C. Penney Leadership Center. 

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Required Education and Experience:

• High School Diploma or GED
• 12 months office, clerical, or administrative experience

Department Preferences:

• Bachelor's degree in business, communications, higher education administration, or a related field. 
• Experience coordinating events, programs, or engagement initiatives. 
• Experience managing office operations, purchasing, budgets, or financial records.
• Experience working in higher education, nonprofit organizations, or corporate environments. 
• Experience using university financial systems, CRM platforms, or event registration software. 
• Experience providing customer service while working with multiple internal and external stakeholders.