Hispanic Association of Colleges and Universities (HACU)
Administrative Coordinator, Advancement and Marketing
Hispanic Association of Colleges and Universities (HACU), San Antonio, Texas, United States, 78208
Overview
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 (AVP-A&M), this role provides 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 contribute to HACU’s mission and impact.
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—Memberships, Conference & Events, Communications & Marketing, and Development.
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 communications as needed.
Collects and analyzes information relevant to organizational operations; maintains and develops databases; organizes and maintains electronic and paper files; tracks department supply inventory.
Manages the AVP-A&M’s calendar and schedules recurring Division meetings and events; coordinates appointments and maintains a comprehensive departmental calendar; collaborates with other HACU departments to ensure timely information flow and deliverables.
Arranges travel and accommodation; prepares travel agendas, materials, and folders for executive staff.
Assists with budget preparation and expenditure tracking; processes vendor payments, purchases, reimbursements, and supply orders; prepares and reconciles expense reports.
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.
Coordinates logistics for meetings and events, including room bookings, catering, and technical setup; 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.
Additional duties may be assigned as needed.
Qualifications
Education and Experience: Associate degree in Business Administration, Marketing, Communications, or a related field required; bachelor’s degree 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 in Excel, mail merges, database creation and maintenance, data entry, and report generation; experience with CRM software and marketing platforms (Raiser’s Edge NXT, Salesforce, WordPress) a plus.
Strong interpersonal, written, and verbal communication skills, including professional phone etiquette; 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.
Ability to work independently and collaboratively in a fast-paced environment; ability to handle confidential information with discretion.
Requirements
To carry out this job successfully, an individual must be able to perform each essential duty satisfactorily; reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work Environment & Physical Demands
Employee will work a standard of 40 hours per week; non-exempt position eligible for overtime.
Conferences and events may require longer hours, including weekends and evenings; travel may be required.
Work is performed in an office environment; occasionally may lift items weighing up to 25 pounds.
Travel is required to perform essential functions and a criminal background check must be passable.
Relocation Relocation assistance is not available for this position.
EEO & ADA Statements The Hispanic Association of Colleges and Universities (HACU) is an equal opportunity employer and provides equal employment opportunities 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 identity and expression, sexual orientation. HACU will take affirmative action to ensure applicants are offered employment and employees are treated without regard to these characteristics. If you need special assistance or accommodation to apply for a posted position, please contact HACU’s Human Resources department at 210-576-3216 or jobs@hacu.net. For HACU's full Equal Opportunity Policy Statement, please request a copy.
The Americans with Disabilities Act (ADA) requires that HACU provide reasonable accommodation when requested, unless such accommodation would cause an undue hardship. If reasonable accommodation is needed during the application process, please email jobs@hacu.net for more information.
Job Details
Seniority level: Mid-Senior level
Employment type: Full-time
Job function: Administrative
Industries: Higher Education
#J-18808-Ljbffr
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 (AVP-A&M), this role provides 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 contribute to HACU’s mission and impact.
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—Memberships, Conference & Events, Communications & Marketing, and Development.
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 communications as needed.
Collects and analyzes information relevant to organizational operations; maintains and develops databases; organizes and maintains electronic and paper files; tracks department supply inventory.
Manages the AVP-A&M’s calendar and schedules recurring Division meetings and events; coordinates appointments and maintains a comprehensive departmental calendar; collaborates with other HACU departments to ensure timely information flow and deliverables.
Arranges travel and accommodation; prepares travel agendas, materials, and folders for executive staff.
Assists with budget preparation and expenditure tracking; processes vendor payments, purchases, reimbursements, and supply orders; prepares and reconciles expense reports.
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.
Coordinates logistics for meetings and events, including room bookings, catering, and technical setup; 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.
Additional duties may be assigned as needed.
Qualifications
Education and Experience: Associate degree in Business Administration, Marketing, Communications, or a related field required; bachelor’s degree 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 in Excel, mail merges, database creation and maintenance, data entry, and report generation; experience with CRM software and marketing platforms (Raiser’s Edge NXT, Salesforce, WordPress) a plus.
Strong interpersonal, written, and verbal communication skills, including professional phone etiquette; 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.
Ability to work independently and collaboratively in a fast-paced environment; ability to handle confidential information with discretion.
Requirements
To carry out this job successfully, an individual must be able to perform each essential duty satisfactorily; reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work Environment & Physical Demands
Employee will work a standard of 40 hours per week; non-exempt position eligible for overtime.
Conferences and events may require longer hours, including weekends and evenings; travel may be required.
Work is performed in an office environment; occasionally may lift items weighing up to 25 pounds.
Travel is required to perform essential functions and a criminal background check must be passable.
Relocation Relocation assistance is not available for this position.
EEO & ADA Statements The Hispanic Association of Colleges and Universities (HACU) is an equal opportunity employer and provides equal employment opportunities 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 identity and expression, sexual orientation. HACU will take affirmative action to ensure applicants are offered employment and employees are treated without regard to these characteristics. If you need special assistance or accommodation to apply for a posted position, please contact HACU’s Human Resources department at 210-576-3216 or jobs@hacu.net. For HACU's full Equal Opportunity Policy Statement, please request a copy.
The Americans with Disabilities Act (ADA) requires that HACU provide reasonable accommodation when requested, unless such accommodation would cause an undue hardship. If reasonable accommodation is needed during the application process, please email jobs@hacu.net for more information.
Job Details
Seniority level: Mid-Senior level
Employment type: Full-time
Job function: Administrative
Industries: Higher Education
#J-18808-Ljbffr