Coordinator, Administrative II

Overview

GENERAL SUMMARY OF POSITION:

Under the direction of the Director of Admissions or designee, the Administrative Coordinator performs complex and varied duties associated with the coordination of departmental administrative functions.

Responsibilities

MAJOR RESPONSIBILITIES:

• Participate in the planning and organization of all office functions; including budgeting, policies, procedures, and procurement
• Compile budget information, support department accounting, and assist with all fiscal projects
• Monitor the disbursement of funds to determine appropriateness of expenditures and compliance within budget
• Coordinate travel
• Perform complex and varied executive/administrative functions which require a high degree of independent action
• Design and produce graphics using a variety of software applications
• Train staff in both basic and enhanced use of software applications
• Oversee, train, and monitor clerical staff
• Maintain confidentiality and safeguard department records regarding employee job descriptions, performance appraisals, and other sensitive information
• Set priorities and procedures for accomplishing tasks, assign and coordinate support staff activities, and manage the work flow of the department
• Respond to emergencies, independently prioritize activities in the absence of the department heads, and effectively coordinate other resources when necessary
• Act as a liaison and respond to the requests of constituent groups, senior leadership, and employees within the organization
• Performs other duties as required.

Qualifications

REQUIRED QUALIFICATIONS:

• Bachelor of Science degree in a related field, or equivalent experience
• 1-3 years of experience in executive/administrative coordination, or related experience
• Excellent word processing and spreadsheet skills
• Strong grammar, spelling, and oral and written communication skills required
• Demonstrated the ability to organize and manage a complex office environment with minimal supervision
• Demonstrated initiative and independent judgment in organizing and completing projects.

Additional Information

KEY ACCOUNTABILITIES

Office Administration & Operations

• Serves as the primary reception contact for the Office of Admissions, greeting and directing visitors.
• Oversees office supply ordering, inventory, and records management.
• Assists Director of Admissions with annual budget preparation as needed.

Admissions Systems & Data Management

• Maintains admissions data and scenarios in PeopleSoft and EPiServer.
• Conducts annual system reviews with IT and assists with testing for upcoming admissions cycles.

Interview Program Management

• Manages the set-up of the interview process for 1000 plus interviews.
• Manages logistics for applicants and raters including schedules and training.
• Maintains the trained interview rater pool and updates schedules accordingly.

Admissions Committees & Governance Support

• Maintains committee membership lists.
• Schedules meetings and manages meeting invitation process for -Advisory and Admissions Committee meetings.
• Provides administrative and logistical support to committee members as needed.

Student Ambassador & Engagement Programs

• Maintains Student Ambassador membership and assists with website updates.
• Coordinates ambassadors for tours, info sessions, Q&A events, and special programs.

Major Events & Program Support

• Supports planning and execution of all admissions events.
• Organizes catering, room reservations, student committees, vendors, materials, and on-site logistics.