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.
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