Executive Administrative and Operations Coordinator

The position serves as a central resource for organizing workflows, maintaining business systems, managing records and documentation, supporting procurement and financial processes, and facilitating collaboration among Administration and Finance departments.

The incumbent exercises independent judgment in coordinating diverse assignments, identifying operational issues, researching solutions, and recommending process improvements. This role requires strong organizational, technical, analytical, and communication skills to support executive decision-making and ensure efficient and effective business operations.

This position is remote but occasional travel to System headquarters in Harrisburg or other locations for meetings may be required. Pennsylvania residency is required.

Essential Duties and Responsibilities:

Operations, Projects, and Continuous Improvement

• Coordinate operational initiatives, departmental projects, and special assignments on behalf of Administration and Finance leadership
• Monitor project timelines, action items, and follow up with stakeholders to ensure timely completion of priorities and commitments
• Review business processes and operational issues and recommend improvements that increase efficiency, consistency, and service delivery
• Prepare status reports, summaries, and presentations related to departmental priorities and initiatives
• Support legislative, policy, and procedural review activities by collecting information, coordinating stakeholder feedback, and preparing summaries for leadership consideration
• Coordinate conferences, meetings, and special events for Administration and Finance departments, including associated logistics and communications

Information and Knowledge Management

• Manage and improve Administration & Finance SharePoint environments, document libraries, and information resources in partnership with departments to ensure employees and leadership can efficiently locate, access, share, and utilize organizational information
• Review, format, quality assure, and distribute written documentation, reports, procedures, communications, and other materials developed by Administration & Finance and Shared Services departments to promote accuracy, consistency, and professionalism
• Coordinate records retention, archiving, and document governance activities in accordance with established policies and procedures
• Evaluate departmental information resources, identify gaps or duplication, and implement improvements that enhance access to information, strengthen knowledge sharing, and improve operational efficiency
• Maintain departmental directories, distribution lists, webpages, and communication resources to ensure accuracy and usability

Executive Operations and Governance Support

• Assist with Board of Governors and committee activities by coordinating schedules, preparing meeting materials, tracking board actions, approvals, and follow-up items, and supporting meeting logistics in collaboration with the Coordinator of Board Operations and Trustee Relations
• Coordinate leadership, departmental, shared services, and systemwide meetings, including agendas, materials, meeting logistics, and follow-up activities
• Prepare executive briefings, presentations, reports, and other materials for meetings and strategic discussions
• Track governance actions, approvals, and executive assignments to ensure timely completion and follow through
• Provide administrative and operational support to executive leadership, including calendar coordination and selected travel-related activities as assigned
• Facilitate communication and coordination among departments, universities, leadership, and external stakeholders

Financial, Procurement, Human Resources, Labor Relations, and Administrative Operations

• Process procurement and financial transactions using enterprise systems including SAP, Ariba, and related platforms
• Serve as a Purchasing Card (P-Card) holder and ensure purchasing activities comply with applicable policies and procedures
• Assist with budget preparation, expenditure tracking, financial reporting, and related business processes
• Coordinate annual Delegation of Authority documentation and related recordkeeping activities
• Support Human Resources and Finance operations by coordinating unemployment compensation documentation, assisting with retiree annuitant auto-debit processes, reviewing supporting documentation for completeness and accuracy, maintaining related records, and providing administrative support for associated business processes
• Create and maintain tracking records, reports, spreadsheets, and supporting documentation associated with financial, human resources, and operational activities
• Provide backup support for designated finance, procurement, labor relations, and administrative functions to ensure continuity of operations.
• Maintain confidential financial, personnel, and operational information in accordance with applicable policies and standards
• Serve as the AFSCME Commercial Driver's License (CDL) Coordinator for the State System, ensuring required documentation, communications, and tracking activities are completed in accordance with established procedures

Minimum Qualifications

Bachelor's degree in business administration, public administration, organizational leadership, communications, information systems, or a related field; and Three (3) years of progressively responsible experience involving business operations, project coordination, systems administration, process improvement, organizational analysis, or executive-level support.

Or

Associate degree in a related field; and Five (5) years of progressively responsible experience involving operational analysis, business systems administration, project coordination, process improvement, or executive-level business support

And

• Experience coordinating projects, meetings, programs, or organizational initiatives
• Experience researching issues, gathering information, and preparing reports or recommendations
• Experience managing records, documents, or information systems
• Experience utilizing Microsoft 365 applications, including Excel, Word, PowerPoint, Outlook, Teams, and SharePoint
• Experience working independently and managing multiple priorities

Preferred Qualifications

• Experience supporting senior executives or executive leadership teams
• Experience coordinating board, governance, committee, or leadership activities
• Experience with SharePoint administration or document management systems
• Experience with SAP, Ariba, DocuSign, or similar enterprise applications
• Experience developing procedures, process documentation, or operational guidance materials
• Experience with Power Automate, Microsoft Lists, Power BI, or other Microsoft business applications
• Experience in higher education, government, public sector, or large complex organizations

Supplemental Information

Non-Discrimination Statement: The Pennsylvania State System of Higher Education prohibits any form of discrimination or harassment on the basis of sex, race, color, age, religion, national or ethnic origin, sexual orientation, gender identity or expression, pregnancy, marital or family status, medical condition, genetic information, veteran status, or disability in any decision regarding admissions, employment, or participation in a University program or activity in accordance with the letter and spirit of federal, state, and local non-discrimination and equal opportunity laws, such as Titles VI and VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Age Discrimination in Employment Act, the Americans with Disabilities Act and ADA Amendments Act, the Equal Pay Act, and the Pennsylvania Human Relations Act. For information regarding civil rights or grievance procedures and for inquiries concerning the application of Title IX and its implementing regulation, contact Christa Cobb, State System Title IX Coordinator, 2300 Vartan Way, Suite 207, Harrisburg, PA 17110; Phone: (717)720.4167; Email: CCobb@passhe.edu. Additionally, inquiries concerning Title IX and its implementing regulation can be made to the U.S. Department of Education, Office of Civil Rights, Region III, The Wanamaker Building, 100 Penn Square East - Suite 505, Philadelphia, PA 19107; Phone: (215) 656-6010; Fax: (215) 656-6020.