Job Description
Administrative Coordinator
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Duration: 10/12/2026 to 03/29/2027
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Pay Rate Range - $30-$40 on W2
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Hybrid expect 4-days onsite
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6-month assignment anticipated
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Boston, MA 02115
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General Statement of Duties: The Administrative Coordinator is primarily responsible for the day-to-day overall function of the office. The incumbent will perform a complex and wide range of administrative activities related to data management, record-keeping, office administration, and event logistics. The ideal candidate will communicate directly with alumni as an extension of the DAR office, with accuracy, professionalism, and timeliness.
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Essential Responsibilities
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- Works independently and as part of a team in a dynamic, fast-paced work environment, juggling multiple and changing priorities and responding to the strategic needs of the department fundraising teams more broadly.
- Manages internal and external mailings including bi-weekly gift acknowledgements and project-based mailings.
- Supports Associate Director with event logistics for 15+ events including alumni events, dental specialty conferences, and Board of Fellows meetings.
- Organize and ship materials to events
- Liaison with vendors, as assigned.
- Research venues, secure quotes, and collaborate with DAR team on strategic decisions, as assigned.
- Assist with event registration list management and input event attendance into Advance donor database.
- Books space for meetings and creates Outlook calendar invitations.
- Monitors the department budget and tracks expenses; processes reimbursements and invoices for payment; orders supplies and other materials as necessary.
- Manages calendars on behalf of the Associate Dean and the department.
- Oversees department supplies and restocks supplies as needed.
- Manages inventory and distribution of HSDM promotional materials.
- Processes Concur reports.
- Books travel for Associate Dean through Egencia.
- Manages annual Holiday card mailing project.
- Support fundraising activities as available/appropriate.
- Creates nametags and provides event support as needed.
- Contributes to the mission and vision of HSDM and models the School’s core values in all facets of the work.
- Performs other related duties as assigned or requested.
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Required skills:
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- The ideal candidate will be trained to use Advance independently to make necessary data entry, biographical updates, and other duties, as assigned.
- Diplomacy, tact, collaboration, maturity, ability to maintain confidentiality, and organizational skills necessary.
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Technical skills: PC, database, email