Administrative Assistant and Project Coordinator, Campus Security

Art and Wellness Enterprises (AWE) is a professional services organization supporting non-profits founded by Alice Walton, including the Alice L. Walton Foundation, Alice L. Walton School of Medicine, Art Bridges Foundation, Crystal Bridges Museum of American Art, the Momentary, and Heartland Whole Health Institute.

Job Description:

Job Title: Administrative Assistant and Project Coordinator, Campus Security
FLSA Classification: Non-Exempt
Reports to: Director of Campus Security and Technology
Location:  Bentonville, Arkansas (On-site)

Art and Wellness Enterprises (AWE) supports operating non-profits founded by Alice Walton, including the Alice L. Walton Foundation, Alice L. Walton School of Medicine, Art Bridges, Crystal Bridges Museum of American Art, the Momentary, and Heartland Whole Health Institute.

About The Position

The Security Administrative Assistant and Project Coordinator provides vital administrative and project support to the Campus Security team at Art and Wellness Enterprises. This role manages day-to-day operations including scheduling, correspondence, data entry, compliance tracking, and budget coordination, while also assisting with departmental onboarding, vendor coordination, and facilities logistics.

In addition, the position supports the Director of Campus Security and Technology by coordinating cross-functional projects, preparing reports and presentations, and maintaining organized systems and documentation. Success in this role requires strong organizational skills, discretion, attention to detail, and the ability to manage multiple priorities in a fast-paced, confidential environment.

Essential Duties and Responsibilities

• Provide comprehensive, high-level administrative support to the Director of Security and Technology and Operational Managers by handling correspondence, managing calendars and schedules, fielding inquiries, arranging meetings, receiving visitors, maintaining organized filing systems (digital and physical), and drafting, proofreading, and formatting materials in alignment with organizational standards.
• Coordinate and support special projects led by the Director, including project tracking, milestone management, stakeholder meeting logistics, and preparation of status updates, presentations, and reports.
• Support day-to-day operations of Campus Patrol and Control Room functions, including schedule maintenance, uniform and equipment management, departmental vehicle tracking, and onboarding coordination for new security personnel.
• Maintain organized systems for internal and external communication, recordkeeping, and document management.
• Coordinate data collection, entry, and reporting of security and safety incidents to ensure compliance with the Jean Clery Safe Campus Act, OSHA regulations, and fire codes across the ecosystem.
• Monitor, track, and process a high volume of invoices, expense reports, and reconciliations. Assist in the preparation and administration of department budgets, projections, and financial reporting activities.
• Maintain contact lists for contractors and vendors, track maintenance contracts and renewal dates, and serve as liaison between campus staff to facilitate work order requests and interdepartmental coordination.
• Manage Outlook calendar scheduling, assist in meeting coordination, and support departmental events and travel arrangements, including booking transportation, accommodations, and preparing itineraries.
• Order and manage department supplies, uniforms, and equipment inventory.
• Assist with internal/external communications, mail distribution, and the production and dissemination of materials to staff, clients, and prospective partners.
• Support departmental operations and strategic goals by performing general administrative tasks, data entry, spreadsheet management, and other similar administrative duties.
• Other duties as assigned.

Qualifications and Requirements

• High school diploma or GED required. Coursework or certification in office administration, project management coordination, or related fields such as administrative management or office technology preferred.
• 2-3 years of experience in administrative support, office coordination, or project management, with a focus on managing schedules, correspondence, and supporting operational teams.
• Strong organizational skills with the ability to manage multiple tasks and competing priorities in a busy environment.
• Working knowledge of standard administrative practices, including recordkeeping, minute-taking, and meeting preparation.
• Proficient in writing business correspondence and preparing clear, concise administrative and technical reports.