Administrative Coordinator

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The Administrative Coordinator serves as the front-facing receptionist and provides comprehensive administrative support to both Admissions and Residence Life. This role manages daily office operations, assists with applicant and housing processes, and helps ensure a smooth, welcoming experience for students, visitors, faculty, and staff.

This position reports to the Senior Financial Planning Coordinator and the Residence Life Director, with no direct supervisory responsibility.

Receptionist

• Welcome and assist visitors, students, faculty, and staff in person, by phone and via email.
• Answer and route calls promptly; respond to general inquiries when possible.
• Open and monitor the campus store (Knights’ Keep); manage light inventory and ensure a neat appearance.
• Coordinate scheduling for student workers covering the front desk and Knights’ Keep.

Admissions Support

• Process applications, transcripts, supporting documents, and acceptance materials.
• Process term, status, and program change emails.
• Manage the Administrative email inbox and route messages appropriately.
• Enter and import lead data; perform CRM data cleanup; use CRM messaging to communicate with applicants; create notes and tasks for Admissions Counselors.
• Schedule algebra placement exams, grade completed tests, and enter scores.
• Download transcripts from all receiving sites and upload Softdocs.
• Support Admissions and Communications teams with assigned projects.

Housing Operations Support (Residence Life)

• Maintain resident files and housing records.
• Enter housing billing and application data into the housing management system.
• Prepare key packets, assign mailbox keys in support of the key management processes.
• Assist with organizing and executing New Student Move-In Day, including preparing and distributing welcome packets.
• Track occupancy, facilities needs, and follow up on housing-related requests.

Administrative & Departmental Support

• Schedule judicial meetings/hearings and track related data.
• Order office supplies and business cards for Student Services.
• Review and approve campus activity flyers for posting per College guidelines.
• Approve bulletin board content and manage display areas as needed.
• Provide scheduling and general administrative support for Residence Life events.

Pantry & Student Support

• Oversee the College food pantry operations; direct student workers to monitor stock, manage donations, organize drives, and restock items.
• Coordinate pantry orders and ensure timely fulfillment of student requests.

Required:

• Clear and professional verbal and written communication skills.
• Excellent organizational skills with the ability to manage multiple tasks effectively and meet deadlines.
• Exercises sound judgment and discretion in all interactions.
• Ability to work independently and collaboratively.
• Proficiency with Microsoft Office Suite, especially Outlook, Word, and Excel.

Preferred:

• Previous administrative support experience.
• Experience with CRM systems.

• Valid driver’s license and reliable transportation required for occasional local or regional travel.
• Must be able to occasionally lift and move items weighing up to 20 lbs.
• Position requires prolonged periods of sitting and working on a computer.
• This role is based on campus and requires regular in-person attendance.

Note:

This job description outlines the general nature and key responsibilities of the position but is not intended to be an exhaustive list. Duties may be modified at any time at the discretion of the employer. This document does not constitute a contract of employment.

Central Penn College is committed to providing an inclusive and equitable environment for all students, faculty, and staff. We are proud to be an equal opportunity employer and do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, age, national origin, disability, veteran status, or any other legally protected status. All qualified applicants are encouraged to apply.

We value diverse experiences and perspectives and believe they enhance our College community.