Administrative Coordinator, Advancement and Marketing at Hispanic Association of Colleges and Universities

Description

SUMMARY 

The Administrative Coordinator, Advancement and Marketing, supports HACU’s mission to champion Hispanic success in higher education by ensuring the efficient operations of the Advancement and Marketing Division. Reporting to the Acting Assistant Vice President for Advancement and Marketing, this role provides comprehensive administrative and clerical support to the AVP-A&M and Executive Directors overseeing five key departments—Memberships, Conference & Events, Communications & Marketing, and Development. The Administrative Coordinator serves as a central point of coordination for communications, scheduling, travel, expense reporting, and information management that advance the Division’s goals and HACU’s strategic priorities. Through accuracy, organization, and collaborative engagement with colleagues, this position helps drive initiatives that strengthen member engagement, enhance public awareness, and support fundraising and event efforts that directly contribute to HACU’s mission and impact.

HACU'S MISSION:

To Champion Hispanic Success in Higher Education

HACU fulfills its mission by: 

• promoting the development of member colleges and universities;
• improving access to and the quality of post-secondary educational opportunities for Hispanic students; and
• meeting the needs of business, industry and government through the development and sharing of resources, information and expertise.

HACU programs and services are available to all students, faculty, and staff at HACU-Member Institutions.

BENEFITS

• HACU offers a friendly work environment and a generous company-paid benefits plan. Compensation is commensurate with qualifications and experience.
• 15 company paid holidays.
• Employer-paid Group-Term Life, AD&D, Long-Term and Short-Term Disability benefits
• Generous employer-paid contributions toward healthcare plan expense
• 403(b), employer contributions (no match required) starting at six months of service.
• Employee Assistance Program
• Optional Dental, Vision, Legal and Identity protection, and optional Accident, Cancer, Hospital Indemnity, and Dependent Life Insurance plans.

EDUCATION and/or EXPERIENCE

• Associate degree in Business Administration, Marketing, Communications, or a related field required; bachelor’s degree in a related field strongly preferred.
• Minimum of three (3) years in administrative, clerical, or secretarial support, preferably for senior-level staff. Event planning and coordination experience is desirable.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual collaboration tools (Zoom, Teams). Advanced skills, including Excel, document/mail merges, database creation and maintenance, data entry, and report generation, required. Experience with CRM software and marketing platforms (Raiser’s Edge NXT, Salesforce, WordPress) is a plus.
• Strong interpersonal, written, and verbal communication skills, including professional phone etiquette and adherence to business communication standards (spelling, grammar, punctuation). Spanish proficiency strongly preferred.
• Ability to perform basic mathematical calculations, including percentages and discounts.
• Strong organizational and time management abilities to manage multiple projects, meet deadlines, and maintain accuracy. Creative problem-solving skills with the ability to remain composed under pressure and develop effective solutions.
• Ability to work independently and collaboratively in a fast-paced environment, with a solid understanding of business operations and organizational structures. Must handle confidential information with discretion and professionalism.

Requirements

QUALIFICATIONS 

To carry out this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. 

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Works collaboratively and strategically in a team environment with all levels of professional, technical, and administrative staff to ensure the fulfillment of HACU’s mission, goals, and objectives. 
• Provides administrative support to the AVP-A&M and Executive Directors overseeing the five departments within the Division—Memberships, Conference & Events, Communications & Marketing, and Development.

Correspondence and Communication

• Serves as the primary point of contact for the Division, handling in-person, telephone, email, and mail inquiries from internal and external stakeholders.
• Drafts, edits, and prepares correspondence, invoices, reports, presentations, and other documents, including confidential materials.
• Reviews and prioritizes incoming communications, summarizes key points, and routes to appropriate staff.
• Operates the telephone console to direct calls, relay messages, and provide routine departmental information.
• Handles sensitive matters with discretion.
• Performs document and mail merge communication as needed.

Information Management

• Collects and analyzes information relevant to organizational operations.
• Maintains and develops databases to support Division activities.
• Organizes and maintains electronic and paper files, including scanning archives and managing cloud-based storage.
• Tracks and maintains department supply inventory.

Calendar Management

• Manages the AVP-A&M’s calendar and schedules recurring Division meetings and events.
• Coordinates appointments and maintains a comprehensive departmental calendar.
• Collaborate with other HACU departments to ensure timely information flow, meet deadlines, and support deliverables.

Travel Coordination

• Arranges travel and accommodation for the AVP-A&M and Executive Directors.
• Prepares travel agendas, research materials, and folders for executive staff.

Expense Reporting

• Assists with budget preparation and expenditure tracking for all Division departments.
• Processes vendor payments, purchases, reimbursements, and supply orders through HACU systems.
• Prepares and reconciles expense reports accurately and on time.

Document Preparation

• Assists with preparing monthly Cabinet reports, semi-annual Governing Board reports, and other Division management reports· Compiles materials for meetings and travel.
• Scans, copies, and organizes documents as needed.

General Support

• Coordinates logistics for meetings and events, including room bookings, catering, and technical setup.
• Conducts research and compiles data to support Division initiatives.
• Provides on-site support for HACU’s Annual Conference and other major events.
• Works collaboratively with administrative staff to ensure seamless, high-level executive support across departments.
• This job description provides a brief overview but doesn’t encompass all responsibilities. Additional duties may be assigned depending on the specific role and organizational needs.

SUPERVISORY RESPONSIBILITIES 

This job has no supervisory responsibilities.

PHYSICAL DEMANDS & WORK ENVIRONMENT

• Employee will work a standard of 40 hours a week; however, longer hours may be necessary at times. This is a non-exempt position and is eligible for overtime pay.
• Conferences and events may take place in hotel and/or convention center settings and require longer hours of work on a constantly changing schedule, including work on weekends and evenings.
• Working conditions are in an office environment.
• Occasionally moves items weighing up to 25 pounds.
• Occasionally move about the office
• Constantly operates a computer and other office productivity machinery.
• Positions self to perform essential functions of the job in an office setting.
• Must be able to remain in a stationary position.
• Maintains and ensures security of HACU-issued equipment, software, data, and supplies.
• Travel is required to perform essential functions.
• Must be able to pass a criminal background check.

REASONABLE ACCOMMODATION

In accordance with the ADA and other applicable laws, reasonable accommodation will be made to enable a qualified individual with a disability to perform the essential functions of the job.

Relocation assistance is not available for this position.

EEO STATEMENT

The Hispanic Association of Colleges and Universities (HACU) believes that equal opportunity for all employees and applicants is important for the continuing success of our organization. As an equal opportunity employer, HACU is committed to a policy that provides equal employment opportunities to all employees and applicants for employment without regard to race, color, sex, religion, national origin, ancestry, age, marital status, pregnancy, medical condition including genetic characteristics, physical or mental disability, veteran status, gender identification and expression, sexual orientation, and to make all employment decisions so as to further this principle of equal employment opportunity. HACU will not discriminate against any employee or applicant for employment because of race, color, sex, religion, national origin, ancestry, age, marital status, pregnancy, medical condition including genetic characteristics, physical or mental disability, veteran status, gender identification and expression, sexual orientation, and will take affirmative action to ensure that applicants are offered employment and employees are treated during employment without regard to these characteristics. If you are interested in applying for employment and need special assistance or accommodation to apply for a posted position, contact our Human Resources department via phone at 210-576-3216 or via email at [email protected]. For HACU's full Equal Opportunity Policy Statement, click here.

ADA STATEMENT

The Hispanic Association of Colleges and Universities (HACU) is committed to the full inclusion of all qualified individuals. Consistent with the Americans with Disabilities Act (ADA), the HACU will provide reasonable accommodation when requested by a qualified applicant or employee, unless such accommodation would cause an undue hardship. The policy regarding requests for reasonable accommodation applies to all aspects of employment, including the application process. If reasonable accommodation is needed during the application process, please email [email protected]. For more information regarding the Americans with Disabilities Act, click here.