"Administrative Coordinator, Pre-College Programs"

Job Description Summary

The Administrative Coordinator, Pre-College Programs, is committed to organization, attention to detail, and providing exceptional administrative support to ensure that all Pre-College Programs function efficiently. The Administrative Coordinator will have an energetic, positive attitude and a driven personality to integrate with the team to employ and perform all administrative responsibilities. The Administrative Coordinator will play an integral role in all Pre-College Programs including but not limited to the Summer Immersion Program, Online Immersion Program, as well as the College LAUNCH for Leadership Program. This position requires a high degree of independent judgment, allowing the individual to evaluate situations, respond to emails, calls, and requests, weigh different options, and make administrative decisions independently to support the customer care and efficiency of all Pre-College Programs.

Job Description

Essential Functions:

• Leads a variety of administrative tasks and directs efficient daily administrative coordination of all Wake Forest Pre-College Programs.
• Provides administrative support for the Executive Director, Summer Immersion Program Director, Summer Immersion Program Manager, as well as the College LAUNCH for Leadership Program Manager and Pre-College Programs team.
• Manages phone and email inquiries as a first point of contact for Pre-College students and parents; possesses excellent verbal and written communication skills and outstanding customer service.
• Assists in scheduling meetings and calendar management for the Pre-College Programs department.
• Develops agendas and takes detailed notes for meetings, directly communicating action items for involved individuals.
• Makes daily phone calls to high school students to move them through the admissions funnel for the Summer Immersion and College LAUNCH Programs.
• Assists with updating supply budgets and reconciling expense reports.
• Aids with the organization of systems and helps organize supplies, marketing collateral, and inventory of Pre-College Programs materials.
• Develops administrative materials such as rosters, name tags/tents, certificates of completion, handouts, etc., for Pre-College Program operation.
• Required to work one Saturday per month for the College LAUNCH program (September - May) in Charlotte and Winston-Salem.
• Required to live on-campus in a Wake Forest University residence hall to support the administrative and operational needs of the Summer Immersion Program in Winston-Salem, NC, throughout June and July.
• Responsible for Pre-College Programs initiatives and events, which include evenings and weekends as required.
• Maintains organization for all Pre-College Programs documents, spreadsheets and required student information/forms.
• Ability to quickly master new computer applications (CRM - Slate); strong, accurate data entry skills; attention to detail.
• Ability to analyze and solve problems, multitask, prioritize, and work under pressure at times, while being a team player.
• Exceptional phone etiquette, oral and written communication skills. Receives and responds to emails, phone calls, and voicemail messages promptly.
• Contact prospective students to provide information about the College LAUNCH and Summer Immersion Program and answer inquiries.
• Assist by posting flyers around campus and presenting to student clubs and organizations to inform students about open summer jobs for WFU students.
• Develops and updates spreadsheets of specific educator/community partner groups.
• Build a database of guest presenters from the past 10 years of programming.
• Maintain the organization of the Pre-College Programs storage areas and office space.
• Utilize creativity to enhance brand communication. Strong written and oral communication.
• Deliver enthusiastic and educational presentations to recruit high school students within an assigned market.
• Provide consistent and quality communication via email and phone with students, parents, school staff, and community partners from time of interest through completion of the program.
• Assist with program logistics and operations for all Pre-College Programs (i.e. schedules transportation, catering, and room reservations).
• Create and maintain updated spreadsheets and databases for varied Pre-College Program operations (school counselors, school, donor, grant, activity databases).
• Assist with research and special projects, as needed.
• Develop PowerPoint or Canva presentations, as needed.
• Ability to gather and analyze information skillfully.

Required Education, Knowledge, Skills, Abilities:

• Bachelor’s degree, preferred major in education, business, communication, administrative or marketing experience.
• Proficient in graphic design and web software including: Microsoft Office (Excel, PowerPoint, and Word), WordPress, and Google Applications.
• Excellent written, verbal communication and presentation skills.
• Organizational skills and the ability to prioritize competing deadlines.
• Demonstrated problem solver.
• Detail-oriented and team player.
• Ability to travel to Winston-Salem and Charlotte, North Carolina as needed.
• Ability to work autonomously, as well as in a cooperative and collaborative manner.
• Ability to maintain the confidentiality of records and information.
• Ability to meet the requirements of the University’s automobile insurance and agree to financial confidentiality.

Preferred Education, Knowledge, Skills, Abilities:

• Advertising, Business, Communications, Education, Public Relations, or Marketing majors are encouraged to apply.
• Experience in marketing or sales/marketing support.

Accountabilities:

• Responsible for own work.