Administrative Coordinator (Accounting Support Focused)

Administrative Coordinator (Accounting Support Focus)

Position Summary

The Charleston School of Law is seeking a detail-oriented and highly organized Administrative Coordinator to provide comprehensive administrative and entry-level accounting support. This role plays a vital part in ensuring smooth daily operations by coordinating travel logistics, supporting faculty-especially during exam periods-and managing financial transactions, including reimbursement activities.

The ideal candidate will have strong organizational skills, a customer-service mindset, and a foundational understanding of accounting principles, with a particular emphasis on expense tracking, documentation, and operational support in an academic environment.

Key Responsibilities:

Administrative Coordination

• Provide general administrative support to designated departments and leadership.
• Coordinate meetings, maintain calendars, and assist with event logistics.
• Prepare correspondence, reports, and other documentation as needed.
• Maintain organized electronic and physical filing systems.

Travel Coordination (Primary Focus)

• Book and coordinate travel arrangements, including airfare, lodging, ground transportation, and itineraries for faculty and staff.
• Ensure travel complies with institutional policies and budget guidelines.
• Communicate travel details clearly and efficiently to travelers.
• Manage last-minute changes and troubleshoot travel issues as they arise.

Expense Reporting & Reimbursements (Primary Focus)

• Collect, review, and organize receipts and supporting documentation for travel and business expenses.
• Prepare and submit accurate reimbursement requests in a timely manner.
• Verify expenses for completeness, proper coding, and compliance with school policies.
• Serve as a liaison between employees and finance/accounting teams to resolve discrepancies.

Entry-Level Accounting Duties

• Assist with basic accounting tasks such as data entry, invoice tracking, and expense reconciliation.
• Maintain expense logs and assist in budget tracking.
• Support accounts payable functions, including vendor documentation and payment processing.
• Ensure all financial records are accurate, organized, and audit-ready.

Faculty & Exam Support

• Assist faculty with administrative needs, particularly during midterms and final exam periods.
• Support exam implementation logistics, including preparing materials, coordinating schedules, and ensuring adherence to exam protocols.
• Serve as a proctor for exams as needed, maintaining exam integrity and compliance with institutional guidelines.

Qualifications:

Required

• Associate's or Bachelor's degree in Business, Administration, Accounting, Finance, or a related field (or equivalent experience).
• Strong organizational and time-management skills with attention to detail.
• Basic understanding of accounting principles and financial processes.
• Proficiency in Microsoft Office Suite (especially Excel).
• Ability to manage multiple tasks and meet deadlines in a fast-paced environment.

Preferred

• Prior administrative or accounting support experience.
• Experience with expense management or accounting systems.
• Familiarity with travel booking platforms and reimbursement software.
• Experience supporting academic environments or exam administration.

Core Competencies

• Attention to Detail: Ensures accuracy in financial documentation and exam processes.
• Customer Service Orientation: Provides responsive support to faculty, staff, and students.
• Problem-Solving: Resolves travel, expense, and exam-related issues efficiently.
• Confidentiality: Maintains strict confidentiality of financial records and exam materials.

Work Environment

This position operates in a professional office setting at the Charleston School of Law, with increased activity and deadlines during exam periods requiring flexibility and responsiveness.