Administrative Coordinator

About the role

Working under general direction and reporting to the Assistant Provost for Strategic Initiatives, provide high-level administrative and operational support to senior officials within the Office of the Provost. Serve as a central point of professional coordination for daily office operations while maintaining primary responsibility for assigned administrative portfolios and providing cross-coverage to ensure continuity. Process complex and highly confidential matters with discretion and sound judgment.

Responsibilities

• Provide professional executive-level reception services and continuous office coverage, serving as the primary face and first point of contact for the Office of the Provost; greet and direct university leadership, board of trustees members, donors, community officials, and other internal and external constituents.
• Administer all aspects of daily office operations, including telephone contacts, correspondence, front office services, and space and facilities needs.
• Provide routine human resources administrative support as assigned.
• Maintain primary responsibility for assigned administrative portfolios, cross-train with other Office of the Provost staff and provide backup coverage to ensure continuity of administrative functions.
• Provide administrative and calendar support to six to seven senior officials within the Office of the Provost (including deputy provost for academic strategic initiatives, senior vice provost for academic and faculty affairs, vice provost for innovation, vice provost for interdisciplinary and international initiatives, associate provost for curriculum, associate provost for academic affairs, and assistant provost for strategic initiatives); manage complex calendars, arrange appointments and meetings, maintain timely and professional correspondence, adjust schedules on short notice, coordinate meeting logistics (rooms, AV, catering, agendas, minutes, materials, records, reports), prioritize scheduling requests, collaborate with the executive assistant to the provost, support search advisory committees, coordinate itineraries and travel logistics for executive leaders, donors, high-profile guests, and dignitaries.
• Coordinate assigned Office of the Provost programs and events, often complex and high profile, from planning through execution; develop and maintain event plans and timelines, coordinate vendors, facilities, materials, provide on-site coordination and troubleshooting