Role Description

Part office manager, part receptionist and part air traffic controller, our Office Coordinator provides support and services to the entire Fraternity staff through proactive and confident communication, thoughtful organization and excellent administrative skills. As a critical member of our staff, our Office Coordinator manages multiple priorities, carries out daily tasks and owns critical projects from start to finish in order to further the organization’s mission and strategy. Whether it be collaborating on-the-spot to help a team accomplish a key task under a tight deadline or being the first person our constituents speak to when getting in contact with us, the person in this role will need to have a firm understanding of their priorities and utilize critical thinking daily to execute their role. When our Office Coordinator does their job well, our organization has seamless communication, more effective workflows and more support to execute SigEp’s strategic plan.

Key Tasks and Responsibilities

Office Management

• Answer, screen and transfer telecommunication with heroic customer service
• Welcome visitors at front desk by greeting, welcoming, directing and announcing them appropriately
• Receive, organize and distribute incoming mail
• Coordinate outgoing mail and shipping processes for USPS, FedEx and UPS
• Order office supplies as needed, both maintaining regular items and special ordering for employees
• Maintain budget sheets for office supplies and staff events
• Monitor calendar for office meeting spaces and conference rooms
• Arrange for Zollinger & Kief House tours, upon request from undergraduate or alumni visitors

Staff Support and Event Planning

• Assist Educational Foundation by ensuring incoming donation checks are scanned and uploaded and help with any planning needed for the annual Founders Day of Giving
• Coordinate with the Fraternity senior accountant for the Ritual equipment inventory, ordering and updating items as needed and maintaining connection with our third-party vendor, River City Logo
• Assist in the stewardship birthday card process for alumni, donors and volunteers
• Coordinate with HR for onboarding and offboarding of staff members
• Order and distribute departing staff gifts, awards and anniversary gifts to CEO for presentations
• Assist Information Systems in updating and maintaining member information in the organization’s database
• Facilitate interdepartmental communication by maintaining the office calendar as it relates to events, deadlines, and changes to the office schedule
• Project manage the planning and execution of both May and December staff events
• Plan and execute staff socials and office events
• Schedule monthly staff meetings and organize agendas with respective team leads

Skills

• Proactive approach to work and confidence to introduce efficiencies to operations
• Ability to think ahead and anticipate needs of the organization and staff
• Excellent verbal and written communication skills
• Ability to manage short-term and long-term projects
• Ability to quickly refocus after frequent interruptions
• Thoughtful process of task tracking and prioritization
• Ability to learn and work in business systems such as Salesforce, Google Suite, etc.

Experience Requirements

• Relevant prior work experience
• Proven ability to quickly learn new concepts
• Ability to handle multiple tasks at once and prioritize them
• Track record of exemplary customer service for a wide range of constituents

Preferred Experience

• Previous positions in customer service fields like restaurants or retail
• Certificate in Administration
• Project Management Professional certification
• Software experience

General Information

• Position title: Office Coordinator
• Department: Leadership and Administration
• Reports to: SENH Executive Assistant
• Job specifications: Full-time, in-office in Richmond, VA
• Salary: $40-$45K
• Incentive compensation: $1,000
• Ideal start date: Nov. 1, 2023
• Link to application: https://sigmaphiepsilon.formtitan.com/careers?fld21=a4Q4w000003ggfW

Benefits

• Company-sponsored medical, dental and vision
• 401(k) with available match
• Responsible unlimited paid time off and holidays
• Available dependent care flex spending account
• Long-term and short-term disability and group term life insurance
• Enhanced employee assistance program
• Sponsored professional development opportunities

About Us

Sigma Phi Epsilon (SigEp) was founded on Nov. 1, 1901, at the University of Richmond. Since that date, SigEp has grown to become one of the largest college fraternities in the country.

Annually, SigEp boasts an undergraduate membership of nearly 12,000 students in chapters located at almost 200 college campuses within the United States. These current undergraduates are among the more than 350,000 brothers who have joined since 1901.

SigEp prides itself in being a leader of change in the Fraternity world. Organizational shifts to move away from pledging to the Balanced Man Program and implementing substance-free housing have enabled SigEp to redefine the impact of the modern college fraternity for our members.

The SigEp Fraternity staff is committed to running the day-to-day business operations of the national Fraternity. This team supports undergraduate chapters and their volunteers by offering in-person service, industry-leading programming, and best-in-class tools, resources and communication.

Staff Culture

Our staff is made up of more than 50 talented, motivated, adaptable individuals. As a staff that services 350,000 lifetime members, our work is dynamic and flexible to the needs of the day, while still requiring alignment with our future-focused strategic planto accomplish growth in our impact. As such, our culture can be proudly described as a “startup” culture. We are deeply motivated by our mission, adaptable to the challenges of the day and proud of our ability to spread our impact more and more each year.

Staff Core Values

• Put people first
• Lead with courage
• Focus on future
• Seek to improve
• Win as a team

Job Type: Full-time

Pay: $40,000.00 - $45,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Relocation assistance
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• No weekends

Supplemental pay types:

• Bonus opportunities

Work Location: In person