POSITION SUMMARY The Senior Administrative Coordinator serves as a key operational and administrative partner within the School of Theology and Ministry, providing high-level support to the Dean, Undergraduate Chair, and Graduate Directors. This position coordinates a wide range of academic, administrative, and student-facing functions that advance the mission of the School and support the success of its students, faculty, academic programs, university partners, and external constituents. The Senior Administrative Coordinator plays a critical role in ensuring the effective day-to-day operations of the School and reports directly to the Dean. POSITION DETAILS - Basic Operations
- Office & Executive Support: Manages day-to-day operations of the STM suite, including reception, correspondence, supplies, equipment upkeep, and calendar/travel management for the Dean.
- Academic Operations: Assists faculty leadership with course scheduling, syllabus archiving, catalog updates, the maintenance of confidential faculty files, and monitoring textbook adoptions as needed.
- Financial Administration: Supports budget management by processing and tracking expenditures, purchase orders, and invoices.
- Project and Personnel Support
- Project & Strategy Support: Contributes to the implementation and monitoring of STM’s strategic goals, work plans, and school initiatives.
- Personnel: Assists academic leadership with resident and adjunct faculty hiring processes and monitoring instructional loads; directly hires, trains, and supervises student employees.
- Stakeholder Engagement & Communications
- Liaison & Communications: Serves as the primary point of contact for internal and external constituencies; coordinates with Student Services and Student Success to address student-related matters, as well as alumni relations and various university teams and committees.
- Event & Meeting Coordination: Manages STM events and organizes and documents meetings.
- Marketing Support: Curates and provides content for university marketing, social media, promotional materials, and web microsites.
- Other Stakeholder Support: Provides basic administrative support to clubs, volunteer boards, and committees connected to STM.
- Compliance & Professional Development
- Risk & Compliance: Identifies operational risks, collaborates on risk reduction strategies, and performs other duties as assigned to maintain organizational standards.
- Development: Participates in the VU Provost’s Program Coordinator/Administrative Coordinator development and coordination meetings.
- Other duties as assigned, including mandatory participation in annual commencement ceremonies.
SKILLS & QUALIFICATIONS Required - Bachelor's degree and 3–5 years of progressively responsible administrative support experience.
- Exceptional office management skills, including project management, time management, and the ability to manage multiple priorities simultaneously.
- Excellent written and verbal communication skills, including strong writing, editing, proofreading, and organizational abilities.
- Strong interpersonal skills with a highly professional demeanor and the ability to effectively interact with internal and external stakeholders.
- Ability to work both collaboratively and independently, exercising sound judgment and prioritizing competing responsibilities.
- Ability to handle sensitive situations, respond to concerns professionally, and assist in conflict resolution.
- Proficiency in Microsoft Office applications and the ability to learn and effectively utilize university systems and technology platforms.
- Budget review, reconciliation, and financial record-keeping skills.
- Demonstrated ability to maintain confidentiality and appropriately handle sensitive information, records, and financial data.
- Flexibility and adaptability in responding to changing priorities, needs, and responsibilities.
- Knowledge of, commitment to, and ability to support the mission and values of Vanguard University.
Preferred - More than 5 years of progressively responsible administrative support experience, preferably in higher education or a complex organizational environment.
- Experience supporting senior leaders, executives, or academic administrators.
- Experience with student information systems (SIS), learning management systems (LMS), or similar enterprise software platforms.
- Experience with budget planning, financial reporting, and administrative operations in a higher education setting.
- Familiarity with academic administration, faculty processes, governance structures, or university operations.
SALARY This is a non-exempt, full-time, benefit-eligible position. Expected Pay Range: $27.00 - $31.00 per hour Placement within the salary range is commensurate upon education and experience. Posted salary range reflects anticipated hiring scale for the position. Vanguard University also offers a very competitive and generous benefits package.
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