Executive Coordinator of Business Affairs Administration

General Purpose and Scope of Position:
Provides executive level administrative support for the business affairs areas and serves as principle scheduler to the Senior Vice President for Business Affairs and Chief Financial Officer; Vice President for Finance; Vice President for Capital Planning and Facilities; Vice President for Public Safety and Emergency Preparedness. Handles details of highly confidential and critical information and must function efficiently and effectively in a fast-paced professional environment. Independently manages multiple tasks and projects with competing priorities and deadlines; screens and prioritizes communications from external and internal sources; organizes and maintains administrative processes. Maintains a professional work environment and serves as principle contact with college and external constituents from local, state and national agencies, councils, and other organizations. Completes assigned special projects and tasks with minimal supervision.

Major Responsibilities:

Scheduling & Communications

• Manages internal and external contacts for Senior Vice President and Vice Presidents, proactively understanding preferences for scheduling, priority contacts and keeping track of periodic communication needed for priority contacts.

• Organize and manage complex calendars, ensuring that all meetings, appointments, and travel plans are efficiently and accurately scheduled, and deadlines are met. Duties include research, agenda preparation and content development.

• Plan and coordinate travel arrangements, including campus visits, flights, accommodations, and itineraries, as well as organizing events or meetings for the executive and teams. Documentation must be accurately maintained and processed according to established procedures.

• Assists executive leadership with timely and effective communications regarding key departmental information and updates.

• Serve as the primary point of contact for internal and external communications, including answering calls, emails, and requests, and ensuring information flows smoothly between the executive and other teams or stakeholders.

• Handle sensitive information with the utmost confidentiality, exercising discretion in dealing with executive-level communications, decisions, and business matters.

Meeting & Event Planning

• Assists the Senior Vice President with State Board of Trustee communications, engagement, and support.

• Coordinates on and off-campus meetings to include appropriate room accommodations, guest parking, catered luncheons and refreshments, and audio/visual equipment as needed.

• Hosts and facilitates virtual meetings and workshops on behalf of business affairs and coordinates all event logistics, speakers, and communications leading up to the event and post event evaluations. 

• Performs essential meeting planning and logistics support for statewide business affairs meetings.

• Prepare, proofread, and manage important documents, reports, presentations, and meeting agendas, ensuring accuracy and timely delivery; ensures professional quality output of all materials.

• Performs first level research, including preparation of report summaries, and gathers information to assist in preparation of reports and presentations.

• Develops and manages detailed project schedules and work plans.

• Takes and distributes meeting minutes/notes.

Office Management & Operations

• Oversees daily operation of business affairs including greeting and directing guests; maintaining calendars and scheduling meetings and appointments; and screening calls and visitors.

• Supports internal workflows within business affairs to ensure efficient operations and identify opportunities to improve processes and overall organizational effectiveness. 

• Screens and distributes mail for business affairs as required.

• Maintains accurate electronic and hard copy department files.

• Develops and maintains a system that alerts upcoming deadlines on incoming requests or events.

• Develops and manages detailed project schedules and work plans.

• Provides project updates on a consistent basis to various stakeholders about strategy, adjustments, and progress.

• Supports other positions within business affairs as assigned.

• Completes special projects as assigned.

This is not to be construed as an exhaustive list. Other duties logically associated with this position may be assigned. All responsibilities will be conducted within the parameters of the Family Educational Rights and Privacy Act (FERPA), other applicable regulatory re