Administrative Coordinator, Office of the Dean

About the Opportunity

SUMMARY

The Administrative Coordinator for the Office of the Dean, College of Science, is an essential position for supporting the Dean and the day-to-day operations of their office.

Working with a significant degree of independence, the Administrative Coordinator is responsible for providing efficient, effective, and thoughtful administrative support to the Dean and to select Associate Deans as well as overseeing the front office, assisting with event planning, tracking office supply and event budgets, and special projects as assigned.

Administrative support to the Dean includes schedule management, event planning, and other related projects as assigned.

The Administrative Coordinator will work under the supervision of the Director of Space Planning & Operations, as part of a closely-knit team that oversees and supports the on-campus operations of the College.

This position brings motivated, skilled staff to a role that is key in the day-to-day operations of the Office of the Dean.

The College of Science maintains a strong culture of collaboration amongst our faculty and staff : successful candidates will demonstrate a respect for the work of their colleagues and a focus on achieving our shared goals in a highly collaborative manner.

RESPONSIBILITIES

Administrative Support to the Dean

Serve as primary contact for Dean for external and internal contacts. Exercise discretion and strong judgement in responding to requests.

Oversee the Dean’s calendar : keeping all appointments and items clear and organized, making adjustments to meet Dean’s preferences, proactively finding and resolving issues.

Organize meetings or events on behalf of the Dean : gathers idea or other information from the Dean or others then proactively organizes meeting or event which will reflect well on the College of Science

Provide other advanced administrative support which may include preparing correspondence, invitations, office updates, staff gifts, expense reporting etc.

Event Planning and Support

With minimal supervision, and when directed by the Dean or other appropriate College Leadership, plan and execute key events on behalf of the College.

Working with the Administrative and Project Assistant for the Dean’s Office, envision then oversee all necessary logistics : scheduling, invitations, space reservations, booking AV support, securing food, coordinating program with the Dean, preparing helpful itineraries and briefings as needed.

It is expected that event planning will be done collaboratively with the Administrative and Project Assistant (sharing responsibilities)

Special Projects for the Dean

With minimal supervision coordinate special initiatives as directed by the Dean. These may include faculty and staff award programs, employee outreach, coordinating new committees, drafting agendas and project schedules etc.

Manage ongoing projects and report to the Dean, including tracking outstanding or missing items, identifying and escalating issues as appropriate, troubleshooting issues or referring to the correct individual.

Administrative Support and Oversight

Provide basic scheduling support for up to three Associate Deans coordinating complex or large meetings on their behalf as directed.

Assist with other basic administrative tasks in support of the same Associate Deans (reserving event space, ordering basic supplies or events food, ordering AV support, assisting with data compilation projects).

Administrative support for Associate Deans will be shared with the Administrative and Project Assistant (who may have additional Associate Deans assigned)

Working with the Administrative and Project Assistant (APA), as well as other key Dean’s Office staff, help ensure the Dean’s Office is well-equipped and professionally presented for faculty, staff, students, and guests.

Provide administrative oversight of the APA, delegating tasks, communicating goals, expectations, and deadlines to ensure effective operation of the office.

Coordinate and make or delegate purchases, track expenses, and reconcile against office supply and events budget.

Serve as a leader across the Dean’s Office operations team, providing guidance, mentorship, and feedback to support performance objectives.

Other Duties as Assigned

Other duties as assigned within the general breadth and scope of this position.

QUALIFICATIONS

Knowledge and skills typically acquired through the completion of an Associate's Degree or equivalent experience required

A minimum of three years professional work experience in nonprofits, education, or related field required.

Candidate must demonstrate strong organizational, communication, and time management skills.

Successful candidates will also demonstrate an ability to assist and work with academic leadership, faculty, students, and staff successfully.

Proven success working both independently and as a member of a team in a fast-paced and diverse environment is essential.

Position Type

General Administration