Senior Operations and Administrator Coordinator

Office: Business & Finance

Reports to:  Vice President of Business & Finance

Work Period: 12-month

Hours: Full-time

Overtime: Exempt

Job Grade: 8

General Summary: Serves as the primary administrative and operational support to the Vice President for Business & Finance by providing high-level executive administrative support, coordinating divisional operations, and managing business processes that support the strategic and operational goals of the division. Responsible for calendar management, communications, meeting coordination, confidential administrative functions, and the administration of third-party service contracts. Serves as a liaison between the Business & Finance division, campus departments, and external vendors while supporting financial operations, strategic initiatives, and divisional priorities.

Essential Job Functions:

1. Provides executive-level administrative support to the Vice President for Business & Finance, including managing calendars, scheduling meetings, coordinating travel, preparing correspondence, maintaining confidential records, and serving as the primary point of contact for the office.
2. Coordinates divisional meetings, board committee meetings, communications, and administrative operations by preparing agendas and meeting materials, recording meeting minutes, tracking action items, maintaining official records, and facilitating communication with internal and external stakeholders.
3. Monitors third-party service contracts for vendors such as Aramark, Collegis, and other institutional service providers by maintaining contract files, monitoring renewal timelines, coordinating vendor communications, tracking performance requirements, verifying expenses and supporting contract compliance.
4. Supports the division's financial and business operations by processing invoices and reimbursements, reconciling purchasing card transactions, coordinating procurement activities, maintaining budget records, and tracking expenditures.
5. Coordinates strategic initiatives and special projects by organizing project timelines, conducting research, preparing reports and presentations, monitoring project progress, and supporting operational priorities for the Business & Finance division.
6. Develops and maintains administrative systems and office procedures that improve operational efficiency, records management, document retention, workflow processes, and compliance with institutional policies and business practices.
7. Serves as the primary liaison between the Business & Finance division, executive leadership, campus departments, trustees, vendors, and external partners while providing exceptional customer service and fostering collaborative relationships.
8. Performs other administrative and operational duties requiring a high degree of professionalism, confidentiality, independent judgment, initiative, and discretion in support of the Vice President for Business & Finance and the overall goals of the division.

REQUIREMENTS

Education: Bachelor's degree required or an equivalent combination of education and progressively responsible administrative experience.

Experience: Minimum of five (5) years of progressively responsible executive or senior-level administrative support experience. Experience supporting executive leadership, coordinating budgets, contract administration, procurement, financial processes, and vendor management is preferred. Higher education experience is highly desirable.

Knowledge/Skills/Abilities:

• Demonstrated ability to provide executive-level administrative support in a fast-paced environment.
• Knowledge of office administration, budget administration, procurement, contract management, and records management.
• Excellent organizational, project management, and time management skills with the ability to prioritize multiple competing responsibilities.
• Strong written, verbal, and interpersonal communication skills.