Administration Coordinator

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Pittsburgh, PA

Job Title: Administration Coordinator

Location: Duquesne University – Lumina Communities

Reports to:  Assistant Director of Facilities and Operations

Salary: $19.00 – $21.00 per hour and comprehensive benefits package

FLSA Status: Non-Exempt


The primary responsibility of the Administration Coordinator is to provide administrative support for three apartment complexes (Brottier Hall, St. Martin Hall, and 1045 Forbes Ave Hall) serving roughly 1500 upper-call and graduate students at Duquesne University. The ideal candidate for this position is enthusiastic, has great interpersonal skills, has a passion for continuous professional development, and possesses a strong work ethic.

Essential Duties and Responsibilities

Office Management

  • Assist in managing the offices and implements efficient ways of keeping the offices running smoothly in a neat and organized manner. Develop processes to ensure this happens. This includes inventorying office supplies, ordering replacement supplies/materials, and maintaining office equipment
  • Performs other clerical duties as needed, such as filing, photocopying, responding to emails or phone calls, and managing forms.
  • Provide additional administrative support to the Lumina team as needed.
  • Represent and promote the community at various recruitment events to maximize occupancy. This includes assisting with resident move-in, move-out, and room selection processes.
  • Coordinate and attend various meetings or inspections with the Lumina Staff, University Staff, and/or vendors.
  • Other duties as assigned (to include special projects and any other projects deemed reasonable for this position by the Director or Assistant Director).


  • Oversee all aspects of key management for Lumina Communities.  This includes coordinating the key distribution & catalog process during student move-in/move-out, assessing charges for lost keys and improper move-outs, maintaining accurate records of key sign-out and return, and facilitating the lock change process with the Maintenance Team.
  • Facilitate the set-up process for new vendors, including cataloging of W9s, Certificates of Insurance, and other appropriate forms. Work with vendors to ensure documents are updated as needed. 
  • Receive and process invoices/receipts.
  • Assist with management of site procurement cards and invoice processing. Including distribution, processing, and reconciling of transactions.
  • Facilitate Room Condition Report (RCR) process with incoming and departing residents.
  • Facilitate admin and damage billing process for residents throughout the year, including at end-of-lease. This includes reviewing documentation, processing petitions, processing charges on student accounts, and communicating with students on status of their pending charges.
  • Complete monthly audits and generate reports about student fees and rent. 
  • Create regular status reports and contribute relevant components for weekly reports, monthly status reports, and annual reports.
  • Serve as point of contact for Lumina and Home Office Human Resources. This includes assisting with hiring process, on-going trainings, and documenting. 

Work Hours:
Monday-Friday 8:30am-4:30pm.  During peak periods, which consist of move-in week, move-out week, and room selection week, the employee will be asked to provide after-hours overtime work on designated nights and weekends.

Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The work environment is mid- to high-paced.  The noise level in the work environment is usually moderate.   Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  Furthermore, while the employee is expected to perform most of their responsibilities while on site, some flexibility exists for remote work opportunities.

Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear. The employee is frequently required to sit and reach with hands and arms. The employee is occasionally required to stand; walk; climb or balance and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and distance vision.

Education/Experience/Skills Required:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

  • High school diploma or GED. Advanced degree and additional relevant experience are preferred
  • 1-2 years of relevant experience in college administration, property management, and/or clerical office environments.  
  • Demonstrated knowledge of college administration, property management, and/or clerical office environments are desired. 
  • Ability to operate basic office equipment including photocopier, fax, and telephone. Basic typing and filing skills.   
  • Must possess strong interpersonal, communication (oral and written) skills, computer competency (Word, Excel, content management systems, etc.).
  • Ability to work with a diverse population, including students, staff, family members, campus partners, and vendors.  

Other Information

Competitive benefits package, including health benefits, dental benefits, vision coverage, and 401K. 

If you are unable to apply because of incompatible assistive technology or a disability, please contact COCM Recruitment from our website. We will make every effort to respond to your request for assistance as soon as possible. 

To provide equal employment opportunities to all individuals, employment decisions at Capstone On-Campus Management (COCM) will be based on qualifications, and abilities. COCM does not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, national origin, age, disability, sexual orientation, marital status, veteran status or any other characteristic protected by law.