Administrative Coordinator

About the role

The Administrative Coordinator supports the Health Promotion Studies Program at the University of New England. UNE is Maine's largest private university with campuses in Maine and Morocco, offering a range of health and science programs.

Responsibilities

• Manage daily administrative operations for the Health Promotion Studies Department, supporting 4 undergraduate programs.
• Maintain office supplies and equipment, and coordinate maintenance as needed.
• Serve as the primary administrative contact for students, staff, faculty, vendors, alumni, and other departments.
• Plan and execute program-related events, including room reservations, catering, facilities work orders, IT tickets, materials, and logistics.
• Prepare and format correspondence, reports, instructional materials, and program documents.
• Perform specialized administrative or project-related tasks as needed.
• Identify workflow challenges and provide recommendations to improve administrative processes.
• Support alumni engagement efforts through coordination of communications, events, and outreach activities.
• Care for green office certification activities and support departmental sustainability initiatives.
• Provide ongoing administrative support to 7 faculty members across four undergraduate programs.
• Manage calendars, schedule meetings and rooms, and book travel arrangements.
• Aid in biannual faculty advising and program documentation processes and procedures.
• Coordinate program-related projects by tracking timelines, organizing tasks, and supporting timely completion of deliverables.
• Schedule department meetings, manage agendas and meeting notes.
• Coordinate communications and information sharing across faculty and programs.
• Respond to inquiries from students, faculty, professional staff, alumni, and other departments.
• Explain program and University policies and procedures in a clear and professional manner.
• Collaborate regularly with faculty, University offices, and external partners to support program needs.
• Provide guidance to faculty and staff on administrative processes and procedures.
• Organize and maintain various departmental files and records, frequently involving cross filing and cross-referencing of systems.
• Maintain databases, logs, and tracking systems to support program operations and ensure data accuracy.
• Manage information systems including but not limited to (budget, enrollment, alumni, travel, expenses).
• Compile and organize data to support reporting needs.
• Ensure information is accurate, accessible, and maintained in compliance with University standards.
• Initiate, monitor, and process financial and administrative documents and forms related to program operations.
• Provide bookkeeping by monitoring expenditures, preparing and submitting journal entries, assisting with budgeting, and ensuring accuracy and integrity of financial records.
• Compile financial and operational data for reports and supervisor review.
• Monthly p-card reconciliation.
• Other related duties as assigned.

Qualifications

• A minimum of an Associate's Degree in business or a relevant field, or equivalent combination of education and experience.
• Broad base of general clerical skills, including typing/word processing, filing, phone/office reception, and so forth.
• Good basic administrative and organizational skills.
• Experience in organizing and maintaining a moderately complex filing and records system.
• Previous experience with computerized information systems is desirable.
• Ability to deal effectively with a wide variety of University personnel, students, and/or outside individuals and organizations.