Senior Administrative Coordinator

Choose To Make A Difference

Reporting directly to the Campus Executive Director, the Senior Administrative Coordinator performs a wide variety of operational services and duties that contribute to the overall operations of the campus or office as assigned. Serves as the primary point of contact to facilitate Campus inquiries and serves as a liaison for University/College leaders.

Responsibilities:

• Act as primary point of contact for coordination of campus/office operations (i.e. security, facilities, IT, parking, HR, UA, and special programs).      
• Plan, organize, and coordinate campus events (orientations, trainings, health fair, team meetings, seasonal events, special guest visits) including collateral distribution, room coordination, facilities, IT set up and calendar invitations.     
• Coordinate administrative support and logistics for visiting executives.      
• Coordinate logistics for institutional-level events (online program immersions, functional department retreats) including room setup, catering, campus tours, and collateral. 
• Facilitate communication between departments to provide project support, unite teams and solve pending issues.
• Serves as a liaison with community stakeholders. Facilitates planning of community partner events on campus as needed.  
• Facilitates communication with student ambassadors, including regular meetings with campus leadership.        
• Coordinate visits with local, State, and Federal legislators, working closely with the University's Government Affairs office and the legislators' offices or teams to ensure successful engagements.
• Update and manage the Executive Director's daily, weekly, and monthly calendar through Outlook, ensuring efficient scheduling and time management.
• Arrange and oversee travel logistics for the Executive Director, including booking flights, hotel accommodations, meal reservations, and ground transportation.          
• Prepare and edit correspondence, reports, and presentations on behalf of the Executive Director.           
• Monitor and prioritize incoming communications, including emails and phone calls, to address time-sensitive matters promptly while always maintaining professionalism and strict confidentiality.    
• Manage space planning and parking needs for the campus/office population, including office/classroom usage and meetings.     
• Setup and onboard new associates to the site. 
• Provide administrative support to campus leadership as needed.
• Centralize purchasing for campus departments for office supplies, associate and student meals, event décor/snacks, diplomas, business cards, hotel reservations and conferences, managing purchases within established budget guidelines.           
• Reconcile all credit card purchases including posting to general ledger codes and collecting/attaching department head/ED approvals and receipts.
• Process campus check requests.          
• Receive and distribute mail and supplies, including payroll distribution and routing of correspondence to and from appropriate parties.     
• Work with outside vendors/visitors to obtain completed certificates of insurance as needed.
• Establish and ensure HR/Employment policies and procedures are posted and updated, as needed.          
• Partner with Safety and Security to organize campus emergency response team and support drills and safety events.     
• Serve as backup to other departments (student services, bursar, registrar, reception, etc) as needed.     
• Maintain contact lists for campus/office.           
• Restock breakrooms and shared spaces on campus.     
• Support accreditation by organizing and providing relevant materials and visit support.
• Prepare agendas and meeting minutes for meetings and committees as assigned.          
• Maintains department records and files. Classifies and files correspondence, records and other regulatory documents.       
• Maintains established department policies, procedures and attends in-services and other required meetings.          
• Conducts job responsibilities in accordance with the standards set out in the University's Code of Ethical Conduct, Compliance Agreement, Sexual Harassment Policy or any of its policies and procedures, applicable federal and states laws, and applicable professional standards.
• Maintains regular and timely attendance, reports to work as scheduled, and assures time worked and/or time off is recorded properly.          
• Maintains confidentiality of all student, associate, and/or company information as required.          
• Exercises care, proper use, and maintenance of department equipment and supplies and identifies unsafe conditions, and m