Administrative Coordinator

The Administrative Coordinator works under the supervision of the Director of Operations to support functions across the Association. It is a full-time position and the hours are usually 9 AM to 5 PM, M-F with occasional evening hours. The Association functions largely but not entirely virtually, with employees in remote locations. The Administrative Coordinator is expected to work in our Manhattan office as needed, with additional periods of in-office work required throughout the year; the position can otherwise work from their home office. Travel to the Association’s biennial in-person meeting, held every other year in June and frequently overlapping a weekend, is required. Job responsibilities are outlined below:

1. Event Support (Virtual and In-Person)
   1. Assist the Events Manager with the Annual Meeting (virtual and in-person) pre-event and post-event logistics including, but not limited to, marketing, materials prep, shipping, registration, email communications, etc.
   2. Assist the Events Manager during the Annual Meeting (virtual and in-person) with on-site logistics including, but not limited to, setup and breakdown, materials prep, signage, badges, registration, shipping, attendee, and speaker communications, etc.
   3. Provide administrative and technical support for webinars and other virtual events.
   4. Maintain and update event databases, mailing lists, and project trackers.
2. Book, Jacket, and Journal (BJJ) Show Support
   1. Manage BJJ Show certificate and catalog mailings.
   2. Manage the shipping and logistics for the traveling BJJ Show, including creating jacket/cover portfolios, and other traveling show materials.
   3. Manage the BJJ Show entry processing and clean up.
   4. Assist with BJJ Show social media and communications.
   5. Assist with the planning of the annual BJJ Show juror meeting.
   6. Assist with the BJJ Show’s debut at the in-person Annual Meeting.
3. Programming Support:
   1. Update Association website(s) with event and programming information.
   2. Manage shipping for Association’s cooperative exhibits program.
   3. Assist with AUPresses Residency Program management.
   4. Organize the Stand UP Award presentation logistics.
   5. Coordinate the Association's Cooperative Advertising Program.
   6. Create Salesforce campaigns and MailChimp audiences for Communications projects and Association programs.
4. General Support
   1. Fulfill email lists and materials requests, and publication orders.
   2. Handle office mail and perform mail scanning and/or shredding on a weekly basis.
   3. Handle office mailings and shipments.
   4. Monitor Workville office; ensure supplies are stocked, all areas are clean/presentable.
   5. Provide general administrative support to the Director of Operations as needed.
   6. Assist the Executive Director on an as-needed basis.
   7. Organize quarterly staff collaboration days in our Manhattan office.
   8. Serve as staff liaison on two to four Association Committees.

The position may also entail duties and special projects in addition to these responsibilities.

Essential Skills

The Administrative Coordinator must be flexible, conscientious, and a self-starter with the ability to problem-solve and think critically. The position requires the ability to be detail-oriented with strong organizational skills, and time-management and multi-tasking capabilities.

Additional Qualifications and Requirements

• Strong member service orientation.
• Must be able to work independently as well as with others in a small cooperative staff environment.
• Compelling verbal and written communication skills.
• Proven computer skills, along with a willingness and ability to learn and troubleshoot standard office software, services, and platforms.
• Able to lift up to 45 pounds, generally around events such as the Annual Meeting and BJJ Show.
• Occasional travel and evening work required (with advance notice).
• Minimum of one year office experience performing similar duties preferred but not required as training will be provided.
• Bachelor’s degree preferred but not required.

The Association of University Presses is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, gender identity, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.

This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and apprenticeship. Association of University Presses makes hiring decisions based solely on qualifications, merit, and business needs at the time. For more information, read through our Statement on Equity and AntiRacism: https://aupresses.org/about-aupresses/equity-and-antiracism.