Administrative Coordinator

This position will serve as a key administrative resource, helping coordinate daily office operations, manage complex schedules and travel, support meetings and special projects, and ensure that leadership has the information and resources needed to operate effectively.

The ideal candidate is highly organized, professional, service-oriented, and comfortable handling confidential information. This role requires someone who can independently prioritize competing requests, anticipate needs, resolve scheduling conflicts, and maintain a high level of professionalism in a busy environment.

Key Responsibilities
Office & Administrative Operations

• Support the daily administrative operations of a busy departmental office.
• Coordinate office procedures, reception coverage, facilities requests, equipment needs, access, and general administrative activities.
• Help maintain appropriate office coverage and coordinate administrative priorities.
• Assist with onboarding, training, and day-to-day coordination of administrative support staff as needed.
• Serve as a resource for departmental processes, procedures, and office protocols.
• Assist with special projects and other operational initiatives.

• Provide direct administrative support to a senior department leader and other members of the leadership team.
• Manage complex calendars and coordinate high-level meetings involving multiple stakeholders.
• Prioritize competing scheduling requests and proactively identify and resolve conflicts.
• Prepare meeting agendas, materials, notes, and other information to help leadership prepare for meetings and events.
• Draft professional correspondence, communications, and other materials as needed.
• Coordinate domestic travel arrangements, itineraries, accommodations, and event-related information.
• Research topics and gather information to prepare leadership for meetings, presentations, and events.
• Process and reconcile travel and business expenses.
• Support leadership with committees, special projects, research, and reporting.
• Coordinate logistics for meetings, events, and other departmental activities.
• Serve as a liaison between senior leadership, internal teams, and other stakeholders to facilitate communication and follow-up.
• Handle sensitive and confidential information with discretion and professionalism.

• Bachelor's degree required.
• Minimum of 5 years of administrative or executive support experience.
• Strong calendar management and scheduling experience.
• Experience coordinating complex travel arrangements and itineraries.
• Excellent organizational and time-management skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong written and verbal communication skills.
• Professional demeanor with a strong customer-service orientation.
• Demonstrated ability to exercise discretion when handling confidential information.
• Strong attention to detail and follow-through.
• Ability to work independently, take initiative, and use sound judgment when resolving issues.
• Strong interpersonal skills and the ability to work effectively with individuals at various levels of an organization.
• Experience working in higher education is strongly preferred.
• Previous experience supporting an athletics, recreation, or similarly complex departmental environment is a plus.