Administrative Coordinator

Administrative Coordinator The Administrative Coordinator serves as a central point of organization for communications, mail and inventory, and executive and governance support, while also assisting with confidential corporate matters and supporting communication and event planning for various teams, including the Fraternal Government Relations and Grand Council. This role is responsible for coordinating office operations, managing official records, supporting onboarding and HR processes, and assisting with meeting and event logistics. This position reports to the Director of Human Resources and Special Projects and provides comprehensive administrative and operational support to the Executive Director.Duties Performed Human Resource Administrative SupportCoordinate the internal preparation for new hire onboarding.Assist with confidential duties related to corporate matters.Manage the Executive Office Internship Program with support from the Director of Human Resources and Special Projects.Manage and maintain official Alpha Delta Pi files and records, including Grand Council, International House Corporation, and ADPi Properties minutes.Perform other duties as assigned.Administrative Office CoordinationManage the organization's info email inbox, ensuring timely responses and organization of incoming inquiries.Manage the Ring doorbell system and greet all visitors at the main door.Manage incoming and outgoing mail, including but not limited to processing all outgoing mail and shipments, coordinating large mailing needs with departments, providing shipping estimates for special mailings, tracking lost shipments, and pursuing refunds for shipments and billing errors.Manage stockroom supplies and coordinate with the Senior Director of Operations when supplies are low to verify budget for reordering.Assist Executive Office teams and departments with projects such as stationery and supply orders and support for incoming volunteers and new hires (name tags, business cards, etc.).Manage the holiday and birthday card programs annually.Manage and process International Officer (IO) forms to ensure timely and accurate submission.Oversee the inventory of returned badges.Manage new member badge orders, membership certificates, and membership cards.Manage preparation for face-to-face visits, including coordinating logistics, materials, and any special needs for the visits.Manage the Hill Visit program with support from the Executive Director.Provide administrative backup support for designated positions, including the Archivist and Assistant Director of Communications, when unavailable.Perform other duties as assigned.Executive SupportAssist the Executive Director with various tasks and projects including email, phone calls, meeting preparation, correspondence and mailings, and presentations.Schedule and coordinate staff and director meetings, including agenda creation.Assist Grand Council with correspondence, projects, and other administrative tasks.Assist the Executive Director and International President with work and tasks related to NPC.Assist with Grand Council meeting logistics, including meal reservations, staff summary creation, and circulation of any needed materials. Attendance onsite is required during these meeting days.Perform other duties as assigned.Suggested Background and Experience Associates degree or equivalent from a two-year college; at least two years' related experience and/or administrative training; or equivalent combination of education and experience.Advanced knowledge of Microsoft Office applications, and mail merging.High degree of professionalism and confidentiality required.Excellent written and oral communication skills.Organized, accurate, efficient, detail-oriented and able to learn quickly.Excellent management skills including project management, problem solving and managing multiple priorities.Excellent customer service skills.Valid driver's license and operational car.Ability to lift and move items up to 50 pounds.Team player and effective work practices under pressure while meeting all applicable deadlines.Understanding of Greek membership organizations preferred.Expectations and Competencies Our Culture Principles guide how we work together every day to fulfill Alpha Delta Pi's mission. We expect every team member to embody these principles, supporting one another and contributing to our shared goals.Responsibility and Ownership: Takes initiative, works independently, and follows through on commitments. Maintains confidentiality and demonstrates accountability in daily work.Courage and Confidence: Brings a positive, solution-oriented mindset. Navigates change with resilience, responds to feedback openly, and makes confident, values-based decisions.Gratitude and Fun: Models optimism and appreciation in daily interactions. Celebrates accomplishments and helps create an energizing team environment.Humility: Seeks input, listens actively, and prioritizes collaboration. Acknowledges growth areas and takes action to improve.Integrity: Aligns words and actions with Alpha Delta Pi's mission and values. Upholds ethical standards and maintains professionalism in all relationships.Potential Travel Convention or Summer meeting if needed (late June)Collegiate Officer Leadership Events if needed (January/February)Conference travel as determined by supervisors (throughout the year)Employment Location This position is based at Alpha Delta Pi's Executive Office in Atlanta, GA. to perform tasks that are generally required to be performed in-person. Atlanta based staff participate in a hybrid work schedule that may be granted after the first 90-days of employment. Alpha Delta Pi reserves the right to change work status with notice to employee.