Administrative Coordinator

THE OPPORTUNITY:

ADMINISTRATIVE COORDINATOR, PRESCOTT CAMPUS

Reporting to the Senior Executive Assistant to the SVP for Philanthropy & Alumni Engagement, the Administrative Coordinator, Prescott Campus, is responsible for providing administrative, operational, and event support to the Prescott Office of Philanthropy & Alumni Engagement. The role works closely with the Assistant Vice President, front-line fundraising staff, Advancement Services, Donor Relations, and campus partners to support fundraising activities and ensure the efficient operation of the Prescott office. This position also supports the Director of Alumni Engagement, Western Region with event planning, execution and assists with student employee supervision.  Key responsibilities include managing day-to-day office operations; processing gifts, financial documents, and purchase requests; coordinating meetings, donor events, and special projects; preparing and processing gift documentation; supporting fundraiser travel and expense reporting; and serving as a liaison between the Prescott Campus and University partners. The Coordinator plays an important role in delivering exceptional service to donors, alumni, volunteers, and campus stakeholders while advancing the mission and goals of Philanthropy & Alumni Engagement.

KEY RESPONSIBILITIES AND DUTIES

Provide general administrative support to the to the Assistant Vice President and Directors and manage the day-to-day operations of the Prescott Office of Philanthropy & Alumni Engagement.  Monitor inventories and order supplies, process daily gift payments sent directly to the Prescott office, and greet and assist visitors/guests.  Provide VIP tours to guests. Create or complete financial documents, including check requests, reimbursements, and purchase orders, using the University’s online systems and according to standard procedures. Interface with vendors as required.

Support meetings and events. Assist in the planning and execution of Philanthropy and Alumni Engagement meetings and events, including ordering catering and supplies, payment requests, RSVPs, event set up and break-down, room scheduling, requesting and confirming audio-visual or IT Services, equipment, or support. Provide support to the PR Chancellor’s Office for events, including Board of Visitors meetings and Commencement. Serve as a liaison between the Prescott Campus and the Donor Relations team for coordination of donor events, such as scholarship luncheons or dinners, recognition signage, and other forms of acknowledgement. Keep the Donor Relations team updated on donor event planning, attendee invitations and RSVPs.

Prepare gift documentation. Create and process gift documents for the Prescott fundraising team.

Assist Prescott fundraisers.  Assist the Assistant Vice President, the two Prescott front-line fundraisers, the Senior Executive Director of Philanthropy, WW, and the Executive Director of Engagement Initiatives with travel planning and completion of travel expense reports and reimbursements. Prepare and process gift documents for the Prescott fundraising team.

Other duties as assigned. This may include ad hoc constituent data projects.

About us 

For nearly 100 years, Embry-Riddle has been the world's leading aviation and aerospace university, educating more than 30,000 students across residential campuses in Daytona Beach, Florida, and Prescott, Arizona, as well as through a global network of Worldwide locations and online programs. With more than 165,000 alumni around the world, our impact reaches every corner of the aerospace, aviation, defense and technology industries. 

Today, our faculty, researchers and professional staff are advancing innovation across aviation, space, artificial intelligence, cybersecurity, autonomous systems and next-generation engineering. Working alongside industry leaders, government agencies and innovators, they are solving real-world challenges and shaping the technologies that will define tomorrow. 

Whether you are an educator, researcher, administrator, technologist or industry professional, your work at Embry-Riddle will contribute to something bigger than a job. Join a community driven by discovery, purpose and excellence—and help shape the future of aerospace. 

Perks Await You at Embry-Riddle!   

• Generous Time Off: Enjoy up to 18 days of paid leave in your first year, including 3 days granted upon hire and 15 days accrued throughout the year. You'll also receive 9+ paid holidays, including the day after Thanksgiving and the week between Christmas Eve and New Year's Day.

• Tuition Coverage: Get 100% tuition coverage for yourself for one undergraduate and one graduate degree, and discounted rates for your spouse and dependent children up to age 26. 

• Retirement Contributions: ERAU contributes 6% of your base salary to your retirement plan and offers a 4% matching contribution – with no vesting period. 

• Personal Leave: Relax with 12 days of personal leave for non-exempt employees or 18 days for exempt full-time employees in your first year.  

Preferred Qualifications 

• Associate degree or completion of a post-secondary program of at least 18 months beyond high school required.

• One to three years of administrative or office support experience required.

• Proficiency with Microsoft Office Suite and web-based applications.

• Strong organizational, multitasking, and problem-solving skills with exceptional attention to detail.

• Demonstrated professionalism, customer service orientation, and ability to interact effectively with a variety of stakeholders.

• Ability to prioritize competing responsibilities and work independently in a dynamic environment.

• Experience in higher education is preferred.

• Experience with Workday or similar enterprise systems is preferred.

To submit your application for this opportunity, please visit the Embry-Riddle Career Site and search for requisition number R311634. Please attach all relevant materials to your application when you apply online. Complete submissions include: 

• Cover letter 

• Full CV 

• Contact information for at least three professional references (please note that references may be contacted as part of the interview/screening process) 

Current Embry-Riddle employees: Please apply directly through the ERAU Employee Hub Central application within Workday. 

Embry-Riddle is committed to fostering a workplace where all individuals are valued and respected. We strive to ensure that all faculty, staff, and students are treated fairly and provided equal opportunities for employment, advancement, compensation, training, and other benefits of employment. Embry-Riddle makes employment decisions — including hiring, promotions, compensation, and other terms of employment — based on individual merit, qualifications, and abilities. Embry Riddle is strongly opposed to discrimination and harassment, and such behavior is prohibited by university policy. Embry Riddle does not discriminate on the basis of race, color, national origin, sex, disability, veteran status, predisposing genetic characteristics, age, religion, or pregnancy status, or any other status protected by federal, state, or local law, in its employment, educational programs, admissions policies, financial aid, or other school-administered programs or activities. For further information, please visit our website. 

Embry-Riddle is not seeking assistance from staffing or recruitment agencies. All agencies are directed to contact [email protected] and should not reach out to hiring managers or staff.