Administrative Coordinator
University of Richmond

Job Description

Summary:
The Administrative Coordinator provides operational support to the Richmond Scholars Program and fellowship initiatives at the University of Richmond. The coordinator serves as the main administrative support for the office, coordinates event planning and execution, and assists with marketing and recruitment materials. This role interacts with staff, outside vendors, current and prospective students, and faculty.

JOB DUTIES/RESPONSIBILITIES:
Administrative Support

• Serves as receptionist and first line of communication for email, phone, and in-person office inquiries.
• Coordinates scheduling for fellowship selection committees, including Fulbright campus panel evaluations; these panels may be geographically or discipline-specific and involve multiple faculty and staff.
• Supports Richmond Scholar selection efforts including assignment of interviewers and readers in Slate, tracking applicant scoring, and managing Snapshot registration in Slate.
• Implements disbursement of enrichment grants and post-grant report/receipt tracking.
• Maintains current tracking reports for fellowship recruiting.
• Processes fellowship applications, ensuring completeness, providing confirmations to applicants and recommenders, sending thank you notes to faculty participants, and tracking student waivers for large volume fellowship programs.
• Provides budget support, including coordinating purchases and reconciling expenditure.

• Coordinates logistics and details for Richmond Scholars programming, including retreats, trips, and campus events. This includes working with catering, facilities, travel and transportation, and outside vendors.
• Working closely with the Office of Admission, coordinates scheduling and details for Richmond Scholars selection events, including interviews and snapshot overnight recruitment visit.
• Coordinates logistics and details for major Fellowship events, such as end of year recognition reception and Fulbright launch.
• Coordinates scheduling and promotion of all fellowship info sessions.
• Leads day of event coordination, including set-up, registration, volunteer management, and clean-up.

• Maintains and creates content for all Richmond Scholar and Fellowships webpages.
• Plans and create content for Richmond Scholar social media presence (Instagram).
• Designs promotional materials for fellowship opportunities, including brochures, d-fliers, posters, etc.
• Designs marketing and promotional materials for Richmond Scholars program, including photo composites, promotional materials/gifts, brochures, etc.
• Designs all printed materials and programs for major Richmond Scholar and fellowship events.
• Creates and oversees monthly email newsletters for Richmond Scholars and Fellowships.
• Create and monitor Slate registration forms and templates for all programs, events, and info sessions.
• Other duties as assigned

• Strong event planning and coordination skills are required
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
• Proficient in publishing/graphic design programs to create marketing materials (Canva, InDesign, etc.) preferred
• Demonstrated ability to learn new software (Mailchimp, Slate, Cascade, etc.) quickly
• Self-motivated, flexible, and capable of managing time and workload effectively
• Ability to handle multiple priorities
• Demonstrated attention to detail is required
• Must be dependable and reliable due to sensitive timelines involved in most initiatives and events
• Excellent oral and written communication skills with a professional and pleasant office demeanor
• Ability to make independent decisions and experience resolving business problems
• Ability to apply and adapt established methods to a variety of complex issues and/or problems
• Must be able to maintain strict confidentiality in handling sensitive information

• Full-time; non-exempt position
• Monday-Friday, 8:30 a.m. - 5:00 p.m.; 7.75 hrs./day; 38.75 hrs./week
• Occasional nights and weekends may be required
• This role works mainly in an office environment

• Bachelor's degree is required
• 2-3 years' experience in event planning or program support preferred
• Publicity, promotion, and design experiences preferred