HRI Outreach Administrative Coordinator

Job Title

Agency

Department

Proposed Minimum Salary

Job Location

Job Type

Job Description

PURPOSE

The HRI Outreach Administrative Coordinator provides operational support to the development, marketing and communications teams. The HRI Outreach Administrative Coordinator focuses on establishing, implementing, and maintaining processes and protocols to ensure smooth, efficient, and timely execution of tasks.

DESCRIPTION

Functional Area 1: Administrative

Percent Effort: 34%

• Provide overall administrative support for development staff by scheduling meetings, making travel arrangements, ordering supplies, submitting travel requests and expense reports, and other duties as assigned.

• Serve as primary administrative support for Development and Marketing & Communications teams.

• Assist with grant applications and gift proposals by gathering documentation and preparing materials. Printing, mailing, updating database.

• Transfer Smartsheets data to TEAMS Planner.

• Take meeting notes, distribute, and archive, with a particular focus on monthly lab meetings.

• Intake and manage marcom action items.

• Manage marcom project calendar and track projects to ensure they are timely and on schedule.
  

Functional Area 2: Budget & Financial Support

Percent Effort: 33%

• Track departmental budgets and expenditures;

• Review and reconcile weekly gift, financial, and development reports for accuracy and adjust Raiser’s Edge ‘opportunities’ accordingly.

• Prepare and distribute weekly gift reports to HRI leadership

• Establish, prepare, and distribute development management reports.

• Prepare and distribute marcom reports as assigned.

Functional Area 3: Logistics

Percent Effort: 33%

• Assist with logistics and execution of donor related and fundraising events.

• Schedule marcom activities; photo shoots, interviews, filming, etc.

• Schedule marcom planning meeting with labs, programs and centers.

• Support Corporate Sponsorships and track deliverables to ensure HRI executes on all commitments.

• Restock all publications across institute.

• Keep subscriptions up to date.
  

QUALIFICATIONS

• Bachelor’s degree.

• Three (3) years of related experience.

• Additional education may be considered as a substitute for the minimum experience requirement:

  • Associate’s degree and five (5) years of related experience.

• Knowledge of word processing, spreadsheet, database, and presentation applications.

• Ability to multitask and work cooperatively with others

• Interpersonal and communication skills

• Planning and organization skills.

PREFERRED QUALIFICATIONS

• Experience with Raiser's edge software.

NOTE: Employment may be impacted by the Presidential proclamation issued on September 19, 2025 and the moratorium issued by Texas Governor Abbott on January 27, 2026.

BENEFITS (rules, policies, eligibility apply)

From our generous benefits package and professional development opportunities, to our retirement programs and our commitment to service excellence, the Island University is an engaging and rewarding place to work.

Insurance

• Medical

  • $0 - $30 per month for Employee Only coverage after university contribution ($920 value).

  • Up to 83% of premium covered by the university:

    • Employee and Spouse

    • Employee and Children

    • Employee and Family coverage

• Dental & Vision

• Life Insurance, Accidental D&D, Long Term Disability, Flexible Spending Account and Day Care Spending Account

On-campus wellness opportunities

Work Life Solutions:

• Counseling, Work Life Assistance, Financial Resources, and Legal Resources

Tuition Benefits:

• Public Loan Forgiveness

• Book scholarships

• 100% tuition coverage for up to 18 credit hours per fiscal year (other rules may apply).

Retirement

• Teacher Retirement System of Texas (TRS) or Optional Retirement Plan (ORP)

• Voluntary Tax Deferred Account/Deferred Compensation Plan

Time Off:

• 8 hours of vacation paid time off every month.

• 8 hours of sick leave time off every month.

• 8 hours of paid time off for Birthday leave.

• 12-15 paid holidays each year.

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.

Equal Opportunity/Veterans/Disability Employer.