Senior Department Coordinator

About the Role

The Senior Department Coordinator provides high-level administrative, project, and operational coordination support for the department(s) and may support multiple senior leaders (Vice Presidents). This role serves as a key subject matter expert for assigned department projects, ensuring timely milestone execution, clear status, risk visibility, and effective stakeholder coordination. The position also supports conference and event logistics.

Responsibilities

• Provide direct administrative and operational support for multiple senior leaders and the broader department(s).
• Manage full-access calendar support for designated VPs, including scheduling, coordination across stakeholders, and proactively managing changes and conflicts.
• Coordinate and support department and VP meetings, including scheduling, agenda support, logistics (rooms/virtual links), materials, and follow-up actions.
• Serve as the primary point of coordination for department communications, inputs, meeting logistics, and follow-through with internal and external stakeholders.
• Compose, edit, and proofread documents, presentations, reports, letters, and forms for leadership.
• Make and manage travel arrangements and accommodations for Vice Presidents as directed.
• Manage and submit monthly Pcard expense reporting to finance for Vice Presidents.
• Submit and own the purchase order/request process and obtain required signatures.
• Provide organized and effective resources for the department, including maintaining shared materials and coordinating access to key information.
• Collaborate with NMDP administrative staff to accomplish overall administrative objectives and meet business needs.
• Serve as a key subject matter expert (SME) for assigned department projects and operational initiatives, translating requirements into clear deliverables and timelines.
• Draft and maintain department-specific policies and SOPs.
• Proactively update email distribution lists and internal org charts for department staff.
• Manage updates to the department’s shared space of information in SharePoint.
• Prepare staff meeting agendas, take notes at meetings, and disseminate information shared to the department.
• Assist department leadership in tracking expenses to established budget lines.
• Own delivery of assigned milestones by tracking action items, surfacing risks and dependencies, and providing routine status reporting to department leadership and partners.
• Provide conference and event administration support, including venue coordination, attendee logistics, catering arrangements, and post-event reconciliation (e.g., invoices, documentation, and follow-up items).
• Own updates to email distribution lists and internal org charts for departments.
• Manage controlled documents for the department by creating, updating, routing for review/approval, publishing, and retiring documents in accordance with established controls and retention practices.
• Perform other duties as assigned.

Requirements

Knowledge of:

• Executive administrative support practices, including complex calendar management, travel booking, and expense reporting processes.
• Project coordination practices, including milestone tracking, risk/issue management, and status reporting.
• Stakeholder management and professional communications in a primarily internal-facing environment, with occasional external coordination.
• Conference/event administration fundamentals (venue, catering, logistics, vendor coordination).
• Controlled document lifecycle practices (create, maintain, retire).

Ability to:

• Manage executive calendars proactively (prioritize conflicts, coordinate across time zones as applicable, and ensure leaders are prepared).
• Create and format meeting materials and presentation decks with accuracy and attention to detail.
• Manage multiple priorities with a high degree of accuracy and discretion while supporting senior leaders; proactively anticipate needs, solve problems, and follow through on commitments.
• Handle confidential and sensitive information with discretion, exercising sound judgment.
• Prepare clear milestone, risk, and status updates for leadership audiences and cross-functional partners.
• Coordinate events end-to-end, including vendor communications and post-event reconciliation.
• Maintain controlled documents with strong attention to detail and version control.

Qualifications

• Associate’s degree (AA); equivalent combination of education and relevant experience may be considered.
• Minimum of 3+ years of related experience serving as a department SME, coordinator, or executive/administrative support role.
• Experience supporting multiple senior leaders.

Preferred Qualifications

• Bachelor’s degree.

Benefits

NMDP offers regular, full-time employees the following benefits:

• Medical, dental, vision, life, and disability insurance.
• Accident, critical illness, and hospital indemnity coverage.
• Well-being, legal, identity theft, and pet benefits.
• Retirement plans.
• Paid time off, holidays, and leave plans.
• Incentive plans.

For more information, reference NMDP Benefit Information.