Supervisor: Director of Human Resource Operations and Special Projects

Department: Strategy and Communications

Team: Human Resources and Special Projects

Primarily Collaborates With: Executive Office staff teams, Executive Director, Grand Council, ADPi Properties board

Position Type: Full-time, Exempt

GENERAL DESCRIPTION

The Administrative Coordinator serves as a central point of organization for communications, mail and inventory, and executive and governance support, while also assisting with confidential corporate matters and supporting communication and event planning for various teams, including the Fraternal Government Relations and Grand Council. This role is responsible for coordinating office operations, managing official records, supporting onboarding and HR processes, and assisting with meeting and event logistics. This position reports to the Director of Human Resources and Special Projects and provides comprehensive administrative and operational support to the Executive Director.

DUTIES PERFORMED

Human Resource Administrative Support

Coordinate the internal preparation for new hire onboarding.Assistwith confidential duties related to corporate matters.Manage the Executive Office Internship Program with support from the Director of Human Resources and Special Projects.Manage andmaintainofficial Alpha Delta Pi files and records, including Grand Council, International House Corporation, andADPiProperties minutes.Perform other duties as assigned.

Administrative Office Coordination

Manage the organization’s info email inbox, ensuringtimelyresponses and organization of incoming inquiries.Manage the Ring doorbell system and greet all visitors at the main door.Manage incoming and outgoing mail, including but not limited to processing all outgoing mail and shipments, coordinating large mailing needs with departments, providing shipping estimates for special mailings, tracking lost shipments, and pursuing refunds for shipments and billing errors.Perform other duties as assigned.Manage stockroom supplies and coordinate with the Senior Director of Operations when supplies are low to verify budget for reordering.Assist ExecutiveOfficeteams and departments with projects such as stationery and supply orders and support for incoming volunteers and new hires (name tags, business cards, etc.).Manage the holiday and birthday card programs annually.Manage and process International Officer (IO) forms to ensuretimelyandaccuratesubmission.Oversee the inventory of returned badges.Manage new member badge orders, membership certificates, and membership cards.Manage preparation for face-to-face visits, including coordinatinglogistics, materials, and any special needs for the visits.Manage the Hill Visit program with support from the Executive Director.Provide administrative backup support for designated positions, including the Archivist and Assistant Director of Communications, when unavailable.Perform other duties as assigned.

Executive Support

Assist the Executive Director with various tasks and projects including email, phone calls, meeting preparation, correspondence and mailings, and presentations.Schedule and coordinate staff and director meetings, including agenda creation.Assist Grand Council with correspondence, projects, and other administrative tasks.Assist the Executive Director and International President with work and tasks related to NPC.Assist with Grand Council meetinglogistics, including meal reservations, staff summary creation, and circulation of any needed materials. Attendance onsite isrequiredduring these meeting days.Perform other duties as assigned.

SUGGESTED BACKGROUND AND EXPERIENCE

Associates degree or equivalent from a two-year college; at least two years’ related experience and/or administrative training; or equivalent combination of education and experience.Advanced knowledge of Microsoft Office applications, and mail merging.High degree of professionalism and confidentialityrequired.Excellent written and oral communication skills.Organized,accurate, efficient, detail-orientedand able to learn quickly.Excellent management skills including project management, problemsolvingand managing multiple priorities.Excellent customer service skills.Valid driver’s license and operational car.Ability to lift and move items up to50 pounds.Team player and effective work practices under pressure while meeting all applicable deadlines.Understanding of Greek membership organizations preferred.

Expectations and Competencies

Our Culture Principles guide how we work together every day to fulfill Alpha Delta Pi’s mission. We expect every team member to embody these principles, supporting one another and contributing to our shared goals.

Responsibility and Ownership: Takes initiative, works independently, and follows through on commitments. Maintains confidentiality anddemonstratesaccountability in daily work.Courage and Confidence: Brings a positive, solution-oriented mindset. Navigates change with resilience, responds to feedback openly, and makes confident,values-based decisions.Gratitude and Fun:Modelsoptimism and appreciation in daily interactions.Celebratesaccomplishments andhelpscreate an energizing team environment.Humility: Seeks input, listens actively, and prioritizes collaboration.Acknowledges growth areas and takes action to improve.Integrity: Aligns words and actions with Alpha Delta Pi’s mission and values. Upholds ethical standards andmaintainsprofessionalism in all relationships.

POTENTIAL TRAVEL

Convention or Summer meetingif needed(late June)Collegiate Officer Leadership Events if needed (January/February)Conference travel asdeterminedby supervisors (throughout the year)

EMPLOYMENT LOCATION

This position is based at Alpha Delta Pi’s Executive Office in Atlanta, GA. to perform tasks that are generally required to be performed in-person. Atlanta based staff participate in a hybrid work schedule that may be granted after the first 90-days of employment. Alpha Delta Pi reserves the right to change work status with notice to employee.