Administrative Coordinator

About the Role

Reporting to the Dean of the College of Business & Technology (CBT), the Administrative Coordinator provides high-level administrative, operational, and strategic support to the Dean and CBT department chairs. The incumbent serves as the primary coordinator for executive operations, personnel processes, communications, event planning, and departmental administration, while supervising the Administrative Assistant to ensure consistent, efficient, and professional administrative support across the college.

Responsibilities

• Executive Operations & Administrative Leadership
  • Establishes and maintains administrative procedures and workflows.
  • Serves as liaison among faculty, staff, students, external partners, and university offices.
  • Coordinates and manages executive, CBT, and department calendars, scheduling priorities, and meeting logistics.
  • Prepares agendas, briefing materials, reports, and meeting minutes.
  • Coordinates internal communications across departments and administrative offices.
  • Serves as building coordinator; conducts visual facilities checks and coordinates follow-up requests as needed.
  • Supervises and assigns work to the Administrative Assistant.
• Travel & Financial Coordination
  • Manages and leads travel arrangements and conference logistics for CBT colleagues.
  • Prepares travel authorizations and reimbursement documentation.
  • Tracks deadlines, registrations, and expense documentation.
  • Manages and leads purchasing and procurement processes related to departmental operations and events.
• Event Planning, Recruitment & External Relations
  • Participates in the planning of departmental and college events, including workshops, seminars, Business Leadership Council meetings, recruitment and retention events, and alumni events.
  • Coordinates travel, lodging, itineraries, parking, and hospitality for candidates and visitors (including gifts).
  • Assists with and participates in recruitment initiatives and prospective student engagement activities.
  • Coordinates building tours and campus visit experiences.
• Human Resources & Personnel Administration
  • Manages and leads position postings, applicant communications, interview scheduling, and onboarding logistics.
  • Manages and leads hiring processes for faculty, staff, adjuncts, tutors, and student employees.
  • Assists with onboarding for faculty and staff, including system access and orientation coordination.
  • Initiates ePAFs as necessary.
  • Maintains personnel records and assists with compliance tracking (e.g., promotion and tenure timelines).
• Communication, Marketing & Website Coordination
  • Oversees departmental communications and announcements.
  • Manages and leads website updates and digital communications.
  • Collaborates with marketing and communications staff on promotional efforts.
  • Supports newsletters, social media efforts, and recruitment messaging.
  • Develops and supports in-house marketing displays and outreach initiatives.
• Data Management, Reporting & Operational Support
  • Assists with data collection and the preparation of various reports.
  • Maintains shared databases, spreadsheets, and document repositories.
  • Monitors operational workflows and ensures accuracy of departmental records.
  • Assists with assessment and accreditation data needs.

Requirements

• Bachelor’s degree.
• At least one year of experience providing senior-level/advanced administrative support.
• Proficiency with Microsoft 365.
• Knowledge of office management policies, procedures, and best practices.
• Knowledge of basic budgeting and employment-related functions.
• Effective organizational skills and the ability to meet deadlines while managing multiple concurrent projects/activities.
• Effective oral and written communication skills and the ability to draft reports and other communications for distribution.
• Exceptional customer service skills.
• Ability to handle confidential information with discretion.
• Good interpersonal skills and the ability to establish and maintain effective working relationships with faculty, staff, students, and the general public.
• Sufficient technical abilities to master software/systems required to perform job duties at a high level.

Preferred Qualifications

• Relevant professional experience in higher education.
• Experience coordinating events.
• Experience with office operations, including budgeting and hiring functions.
• Experience as an administrative lead or supervisor.

Schedule

Employees are not eligible for telecommuting/remote work during their 12-month probationary period. After that time, certain positions may be eligible for telecommuting/remote work at the discretion of the supervisor and in accordance with Winthrop policies.