"Administrative Coordinator"

Position Summary

The position provides comprehensive administrative, analytic, and project management support to the Office of Institutional Assessment and Research (IAR). The role assists with data lookup, entry, and analysis using university software, while also supporting ongoing assessment and analytic efforts. Responsibilities include preparing executive briefings, talking points, correspondence, and meeting materials that advance the work of IAR, as well as coordinating priorities and tracking progress across immediate and long-term projects.

This position manages core communication and operational functions for IAR, including oversight of the IT ticketing system, website, email, and phone line. The role coordinates internal and external meetings by preparing agendas, documenting action items, and ensuring follow-up on agreed goals. Additionally, the position organizes events such as Academic and Administrative Audit Days, program reviews, office hours, and other IAR-sponsored initiatives.

The position also manages scheduling, travel, and logistical arrangements; updates digital content; and administers incentive programs for student success efforts. Serving as a central point of contact for the Office, the role ensures efficient operations, clear communication, and effective collaboration with colleagues across the university. By providing critical administrative, analytic, and organizational support, the position advances IAR’s mission to strengthen institutional assessment, research, and student success.

Data / Information Collection

• Utilize university software to assist with analytics and assessment support.
• Assist with basic data lookup and entry for assessment and analytic efforts in IAR. Supports and tracks IAR’s priorities, projects and needs, both immediate and long-term (OIAR Calendar).
• Writes executive briefings, talking points, and correspondence on a variety of topics in support of the Office of Institutional Assessment and Research.
• Develops agendas, summaries, and meeting materials for effective meetings, workshops, and internal seminars facilitated by IAR, as necessary.
• Prepares agendas for IAR internal team meetings, Assessment Committee, and Data Governance Committee and provides a summary of action items from each meeting to attendees and follows up with attendees to ensure action and completion of agreed upon goals.
• Manage IAR (IT) ticketing system for ad hoc project and data request.

Coordination – Operations

• Assists in organizing / coordinating various events hosted by the Office Institutional Assessment and Research to include but not limited to Academic/Administrative Audit Days, Program Reviews, IAR “Office Hours”, etc.
• Manages IAR calendar and coordinate the full range of logistics including travel, reservations, audio-visual set-up and catering, agendas and documents, daily schedules, etc.
• Manages the IAR email account, drafting communications and redirecting enquiries as appropriate to internal/external teammates.
• Manage the IAR phone line.
• Manage the IAR Website to include updating virtual calendars, data sheets, and all other website changes.
• Manage IAR Incentives for student success efforts.

Customer Service

• Act as a point person for the Office of Institutional Assessment and Research, ensuring efficient operations and smooth flow of information both within the Office and with colleagues across the university.
• Advises, supports, assists, coordinates, and collaborates on initiatives for the Office of Institutional Assessment and Research.
• Supports IAR-led projects such as retreats, special planning sessions, etc.
• Assist other members of the IAR team (staff), as needed.
• Ensures that all concerns and issues brought to the Office of Institutional Assessment and Research are addressed efficiently and professionally while upholding confidentiality.
• Other duties as assigned.

Primary Function of Organizational Unit

Institutional Assessment and Research is responsible for the collection of data from both internal and external sources and the analysis, distribution, and presentation of these data as information for use in reporting, planning, decision-making, and policy formulation at Winston-Salem State University. The office maintains and ensures the accuracy of university statistics and reports these data to governing bodies and a broad spectrum of information consumers. The office coordinates assessment activities for the institution related to institutional effectiveness.

Requirements and Preferences

Minimum Experience/Education

• Excellent verbal and written communication skills.
• Proficient in Microsoft Office Suite: Excel (create, filter, basic pivot table functions, and organization), PowerPoint (creating project presentations), Word (drafting internal memos and project documents), Outlook (email correspondence).
• Detailed oriented.
• Data Entry with minimal errors.
• Bachelor’s degree or Associate’s Degree with equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.

Preferred Years Experience, Skills, Training, Education

• Five or more years of administrative or office management experience in a university setting.
• Two or more years of data entry experience.
• Demonstrated progressive experience with increased responsibilities.