Job Description

Position Title: Administrative Coordinator
Division: Academic Affairs
Reports To: Office of the Provost / Vice President for Academic Affairs
Classification: Staff | Full-Time (Non-Exempt)
Band: 2 – Coordinator

---

Position Summary

The Administrative Coordinator for Academic Affairs provides high-level clerical and administrative support to the Office of the Provost and the Division of Academic Affairs. This role ensures the efficient day-to-day operation of the division by managing communications, maintaining records, coordinating schedules, and supporting academic processes and initiatives.

This position is critical to maintaining organization, responsiveness, and professionalism within Academic Affairs and serves as a central point of coordination for faculty, staff, and external stakeholders.

---

Key Responsibilities

Administrative Support

• Provide direct administrative support to the Provost and Academic Affairs leadership team
• Manage calendars, schedule meetings, and coordinate logistics for divisional activities
• Prepare correspondence, reports, presentations, and meeting materials
• Maintain organized filing systems (electronic and physical)

Communication & Coordination

• Serve as a primary point of contact for internal and external inquiries
• Draft and distribute official communications on behalf of Academic Affairs
• Coordinate meetings, committees, and academic events
• Support onboarding and communication for faculty within the division

Records & Documentation

• Maintain accurate academic and administrative records
• Assist with document tracking, approvals, and routing (e.g., faculty actions, reports, forms)
• Ensure compliance with institutional policies and documentation standards

Operational Support

• Assist with budget tracking, purchasing requests, and invoice processing
• Support data entry and reporting within institutional systems (e.g., HRIS, academic platforms)
• Monitor deadlines and ensure timely completion of assigned tasks and projects

Event & Meeting Support

• Coordinate logistics for academic meetings, workshops, and special events
• Prepare agendas, take meeting minutes, and track action items
• Support accreditation and assessment-related administrative needs as assigned

---

Core Competencies (FACs Alignment)

• Fairness: Maintains confidentiality and handles sensitive information with integrity
• Accountability: Meets deadlines and ensures accuracy in all administrative functions
• Clarity: Communicates effectively and ensures information is organized and accessible

---

Working Conditions

• Office-based role with standard business hours
• Occasional evening or weekend support for events may be required