Administrative and Project Coordinator

SUMMARY

In alignment with the university’s mission and goals, the Administrative and Project Coordinator supports the Vice Provost. This role encompasses a wide range of responsibilities, including research, content development, constituent communication, presentation preparation, and calendar management.  

ESSENTIAL FUNCTIONS

Communication Support 

• Serves as the primary point of contact for internal and external communications related to the Vice Provost's office. 

• Responds to inquiries in a professional and timely manner, ensuring clarity and appropriate follow-up. 

• Maintains a professional, welcoming office environment for visitors and staff. 

• Manages and updates mailing lists; supports the development of targeted communications for various stakeholder groups. 

• Collaborates with departments reporting to the Vice Provost on communication planning and execution 

Research and Writing 

• Conducts research to support strategic planning, decision-making, policy development, and program initiatives. 

• Drafts a wide range of written materials, including reports, briefing documents, emails, newsletters, and correspondence, with attention to clarity, tone, and audience. 

Event and Calendar Management 

• Manages the Vice Provost’s calendar, including scheduling meetings, appointments, and events with attention to detail and efficiency. 

• Coordinates logistics for internal and external events, including venue reservations, invitations, agenda preparation, and materials distribution. 

• Tracks key deadlines, follow-ups, and deliverables to ensure progress on strategic initiatives.

Budget and Records Management 

• Assists with tracking and monitoring departmental budgets, including units reporting to the Vice Provost, and prepares budget analysis reports. 

• Maintains organized records related to course offerings, program reviews, and faculty development. 

• Supports development and implementation of effective record-keeping systems and process documentation across departments reporting to the Vice Provost. 

Presentation Development 

• Designs and prepares professional PowerPoint and Google Slide presentations for meetings, presentations, and public engagements. 

• Ensures presentation materials are accurate, visually engaging, and consistent with university branding and messaging. 

• Provides support to associated departments for developing effective presentation materials.

SUPERVISORY RESPONSIBILITY  

• Student Employees 

EDUCATION:

• Bachelor's degree required
• Business or Liberal Arts, preferred

EXPERIENCE

• 5+ years experience and demonstrable success in academic administrative support.

ESSENTIAL COMPETENCIES (Knowledge, Skills, and Abilities)  

• Customer Service Orientation – Keeps internal and/or external key stakeholder(s), students, parents, faculty, staff and community partners in mind at all times. Professionalism – Displays a high level of professionalism, e.g. timeliness, reliability, communication, and work ethic.