Administrative Project Coordinator
A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.
The Administrative Project Coordinator provides operational, administrative, and project support for the Office of Campus Sustainability and Innovation (OCSI). This role supports the Assistant Vice President (AVP) for Campus Sustainability and the broader OCSI team, reporting directly to the Executive Assistant to the Associate Vice President for Campus Sustainability.
This position plays a critical role in ensuring the smooth coordination of office operations, team activities, hiring processes, timekeeping administration, and event support. The Administrative Project Coordinator works closely with OCSI team members to advance the office's sustainability mission through strong organization, communication, and follow-through.
The ideal candidate demonstrates strong attention to detail and accuracy, along with excellent organizational and time-management skills to effectively balance multiple priorities. They communicate professionally and build positive working relationships through strong interpersonal skills, while showing initiative and a proactive approach to follow-through. This individual works collaboratively across teams, contributing to a supportive and coordinated environment, and remains adaptable in a dynamic, fast-paced setting.
Administrative & Operational Support
- Provide day-to-day administrative and operational support to the Office of Campus Sustainability and Innovation.
- Assist with calendar coordination, meeting logistics, and preparation of materials.
- Maintain shared files, documentation systems, and tracking tools.
- Draft and edit routine correspondence and internal communications.
- Support procurement processes, travel coordination, equipment replacement, and general office operations as needed.
Timekeeping & HR Support
- Manage timekeeping processes for OCSI staff, ensuring accuracy and compliance with university policies.
- Coordinate onboarding logistics for new hires, including access, equipment, and orientation materials.
- Support recruitment efforts by coordinating interview scheduling, candidate communication, and search logistics.
- Assist with hiring documentation and workflow in partnership with HR and unit leadership.
- Maintain confidentiality in all personnel-related matters.
Event & Program Coordination
- Support planning and execution of Office of Campus Sustainability and Innovation events (internal and external), workshops, and campus engagements.
- Coordinate event logistics, including scheduling, venue coordination, materials preparation, catering, and registration tracking.
- Assist in tracking event budgets and vendor coordination.
- Support follow-up communications and post-event documentation.
Team & Mission Support
- Partner with OCSI team members to provide administrative coordination that supports core sustainability initiatives.
- Track project timelines and assist with follow-through on deliverables.
- Support internal team meetings and cross-campus collaboration efforts.
- Serve as a professional point of contact for internal and external stakeholders.
- This role also supports internal culture building and communication, keeping teams informed of the full OSCI portfolio and broader organizational initiatives.
Required Qualifications
- Bachelor's degree or equivalent combination of education and experience.
- Minimum 3-5 years of progressively responsible administrative experience in administrative support, project coordination, or a related role.
- Demonstrated experience coordinating hiring or recruitment processes, including scheduling interviews and communicating with candidates.
- Experience managing timekeeping processes or similar HR-related administrative processes, with attention to accuracy and compliance.
- Demonstrated ability to coordinate multiple concurrent tasks or projects, including managing calendars, deadlines, and logistics.
- Demonstrated ability to handle confidential or sensitive information with discretion and sound judgment.
- Experience preparing written communications, such as emails, meeting materials, or documentation, with a high level of clarity and professionalism.
- Proficiency with standard office and collaboration tools (e.g., Microsoft Office or Google Workspace), including document management and shared systems.
Preferred Qualifications
- Experience working in higher education.
- Familiarity with University of Michigan HR systems and timekeeping tools.
- Experience coordinating events or campus programs.
- Interest in sustainability or experience supporting mission-driven organizations.
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