Administrative Coordinator - Board Secretary’s Office

Job Description Summary

The Administrative Coordinator provides high-level executive and operational support to the Board Secretary's Office (BSO). This role serves as a central resource for calendar management, board operations, budget administration, and general office coordination. The ideal candidate is a proactive, detail-oriented professional who exercises sound judgment, maintains strict confidentiality, and thrives in a fast-paced environment serving senior University leadership and Board of Trustees stakeholders.

Essential Functions

• Greets visitors, determines needs, directs accordingly, and responds to general inquiries in a pleasant and professional manner.
• Provides clerical and administrative support including processing of incoming and outgoing materials, data entry, filing, copying, mailings, etc. with attention to detail.
• Tracks, orders, and maintains office materials and supplies assuring inventory is available.
• Assists with planning and organizing departmental and sponsored events and assumes responsibility for extra departmental or University needs, as required.
• Maintains calendars, schedules meetings and appointments, aligns schedules of internal and external meeting participants.
• Prepares agendas and takes notes during meetings, as required.
• Schedules travel including airline reservations, car rentals, hotel reservations, etc., as needed.

Required Education, Knowledge, Skills, Abilities

• Associate’s degree and at least three years of experience, or an equivalent combination of education and related experience.
• General knowledge in office management techniques, practices, and procedures.
• Proficiency in Microsoft Office, the internet, and other relevant software.
• Ability to handle sensitive information in a confidential manner.
• Ability to present and display professional demeanor at all times.
• Ability to demonstrate effective communication skills both verbally and in writing.
• Ability to analyze and interpret policy and procedural questions.
• Ability to research and resolve office management and administrative problems and questions.
• Physical Requirements: light work; standing, walking, talking, hearing, and close visual acuity. Subject to inside environmental conditions. Not substantially exposed to adverse environmental conditions.

Preferred Education, Knowledge, Skills, Abilities

• Bachelor’s degree.
• Experience in a non-profit or academic environment.