Widener University is currently seeking an Auxiliary Services Coordinator in the Office of Auxiliary Services. Reporting to the Director of Auxiliary Services, the role of the Auxiliary Services Coordinator supports campus operations by coordinating university shuttle transportation services, mailroom logistics, and external event rentals. This role serves as a central point of contact for shuttle scheduling, transportation requests, event logistics, and data tracking, while also providing administrative support across departmental functional areas. The coordinator works closely with students, faculty, staff, external clients, and campus partners to ensure efficient, safe, and customer-focused service delivery.
DUTIES AND RESPONSIBILITIES (including, but not limited to):
Essential Duties:
Transportation & Shuttle Operations:
- Create, maintain, and manage the university’s courtesy shuttle schedule, providing transportation to various on-campus locations and approved off-campus retail destinations.
- Receive, coordinate, and respond to transportation requests submitted via email and phone from students, faculty, and staff.
- Serve as the primary point of contact for shuttle drivers, ensuring schedule adherence and clear communication of daily assignments.
- Collect and maintain daily shuttle operations data, tracking transportation requests, ridership volume, and usage trends support reporting, service planning and improvements.
External Events & Facility Rentals:
- Coordinate end-to-end external event requests for rental of university facilities from inquiry through event completion.
- Serve as the primary coordinator for external events, managing planning, scheduling, and day-of support; overseeing room setup and breakdown; welcoming clients; and coordinating post-event cleaning with vendors.
- Ensure events are executed in alignment with university standards, safety requirements, and contractual agreements.
- Gather client feedback to assess service quality.
- Track and manage event data documenting event metrics.
- Utilize Slate to manage and track the event registration process, providing follow-up and feedback to clients as needed.
- Create, manage, and analyze Slate reports to monitor trends, participation, and operational performance.
- Schedule internal and cross-campus partner meetings, including post-event debriefs and planning sessions.
Mailroom & Delivery Support:
- Provide operational support to the university mailroom by scheduling drivers for campus-wide mail and package delivery.
- Serve as backup leadership support for the mailroom, in the absence of management, including oversight of student workers as needed.
- Assist with training, workflow coordination, and coverage planning to ensure continuity of mail services.
- Support compliance with university policies and delivery procedures.
Secondary Responsibilities:
Administrative & Operational Support:
- Manage core administrative operations, including contract and invoice processing, client and campus communications, office supply coordination, and maintenance of organized records.
- Track budget related expenses
- Develop and maintain standard operating procedures and documentation for rental logistics-related processes.
- Perform other duties as assigned to support campus logistics and operational needs.
MINIMUM QUALIFICATIONS (education/training and experience required):
Required:
- High School diploma or equivalent.
- Two (2)+ years of experience in administration, logistics coordination, operations, event management, transportation services, or a related field. A combination of education and experience may be considered.
- Strong organizational and time management skills with the ability to manage multiple priorities simultaneously.
- Proficiency in Microsoft Excel, including creating and maintaining spreadsheets, tracking data, and generating reports.
- Excellent verbal and written communication skills.
- Demonstrated ability to work effectively with diverse populations including students, faculty, staff, and external clients.
- Ability to work independently while also collaborating with cross-campus teams.
- Strong customer service orientation and problem-solving skills.
Preferred:
- Experience working in a higher education or campus environment.
- Familiarity with Slate or similar CRM/event management systems.
- Experience supervising or providing leadership support to student employees.
- Knowledge of transportation scheduling, fleet coordination, or shuttle operations.
- Experience managing external events, facility rentals, or client-facing operations.
- Basic understanding of contracts, invoicing, and vendor coordination.
- Ability to analyze operational data and present findings to leadership.
- Experience coordinating with third-party service providers (e.g., housekeeping, security, transportation vendors).
PHYSICAL REQUIREMENTS AND/OR UNUSUAL HOURS:
- This job may be eligible for a hybrid work schedule of four (4) days onsite and one day remote.
- This position must be able to demonstrate physical dexterity of working in a sitting position behind a computer for long periods of time.
- This job requires the ability to move across campus through various buildings.
All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, religion, color, national origin, age, sex, sexual orientation, disability status, or any other characteristic protected by applicable law. Widener University is committed to fostering an inclusive community in which faculty, staff, and students from a variety of backgrounds, cultures, and personal experiences are welcomed and can thrive. We are an equal opportunity employer and are committed to providing equal educational and employment opportunities for all persons without regard to age, color, national origin, race, religion, disability, veteran status, sex, sexual orientation, gender identity, genetic information, or status as a protected veteran.
Some positions may be eligible for a hybrid or remote work arrangement that may include a partially or fully remote work location, consistent with Widener’s Flexible Work policy.
Widener University, an independent, metropolitan, doctoral-intensive university, connects curricula to social issues through civic engagement. Dynamic teaching, active scholarship, personal attention and experiential learning are key components of the Widener Experience. Located in Chester, PA, Widener's main campus is nestled between Philadelphia, PA and Wilmington, DE, with Law Schools located in both Harrisburg and Wilmington. For more information about the university, please visit our website at www.widener.edu.
EOE M/F/V/D
