Job Description

The Administrative Operations Coordinator serves as the primary administrative and operational support professional for the Office of Financial Aid. Reporting directly to the Executive Director, this position provides executive-level administrative support while coordinating daily office operations and administrative services to ensure an efficient, organized, and student-centered environment.

The Coordinator serves as the first point of contact for many visitors, students, families, faculty, and staff and plays an essential role in supporting office communications, operational logistics, purchasing, records management, travel coordination, financial reconciliation, and special projects.

Responsibilities

• Provide confidential administrative support to the Executive Director. Manage calendars, assist with scheduling, and meeting logistics. Coordinate meeting agendas, materials, and minutes. Coordinate travel arrangements, conference registrations, and itineraries. Track deadlines and assist with special projects. Maintain confidential files and records.
• Serve as the primary office administrator. Order office supplies and maintain inventory. Coordinate business card and employee name badge requests. Process invoices and prepare payment documentation. Reconcile departmental purchasing card transactions. Coordinate office equipment maintenance and service requests. Maintain shared calendars and operational schedules. Support onboarding logistics for new staff. Coordinate mail distribution and shipping.
• Serve as the primary receptionist (when students are unavailable) for the office. Answer the main financial aid telephone line and direct inquiries appropriately. Monitor office email accounts.
• Scan, index, file, archive, and retrieve student and departmental documents. Maintain electronic and paper filing systems. Coordinate records retention and archival projects. Alphabetize and organize files to ensure compliance with institutional recordkeeping standards. Assist staff with document preparation and mailings. Support front desk coverage during peak operational periods.
• Assist with office-wide operational initiatives. Support admissions and financial aid events. Prepare materials for orientation, open houses, and admitted student programs.
• Oversee, coordinate, and execute additional responsibilities for the Office of Financial Aid as assigned by office leadership.
• Prepare reports related to tasks assigned by the Office of Financial Aid Leadership Team.
• Access PowerFAIDS, to support and facilitate the aid process.
• Perform other related duties as assigned and based on departmental need.

Qualifications

• High School Diploma, or GED
• Bachelor's Degree, preferred
• 1-3 years of experience
• Possess strong computer skills, including Word, Excel, and other Microsoft Office programs.
• The ability to prioritize conflicting demands is essential, as is the ability to work effectively and comfortably with the public.
• Have a record of maintaining confidentiality, exercising discretion, and using good judgment.
• Must demonstrate the ability to anticipate and react appropriately to a variety of situations and to be resourceful.
• Ability to work independently and as a member of a team.
• Proven organizational and administrative skills, and the ability to balance multiple priorities.
• Clear and effective writing, with knowledge of editorial procedures