Administrative Coordinator

Howard University

22d•$45,000 - $50,000•Onsite

About The Position

The Administrative Coordinator serves as the operational backbone of the Information Systems & Supply Chain Management (IS/SCM) Department. This position manages day‑to‑day office operations, oversees Workday‑based financial and travel processes, coordinates department events, and provides high‑level administrative support to faculty so they can focus on teaching, research, and strategic initiatives. The incumbent is expected to proactively create a vibrant, welcoming department environment for students, faculty, alumni, and external partners. This is a full‑time, in‑office role requiring consistent presence Monday–Friday, 9:00 a.m. to 5:00 p.m., to ensure reliable support for faculty and students.

Requirements

Bachelor’s degree or an equivalent combination of education and experience.
Minimum of three (3) years of progressively responsible administrative experience, preferably in a higher education, nonprofit, or professional services environment.
Experience supporting senior leaders, academic departments, or programs with complex administrative, financial, and scheduling needs.
Availability to work Monday–Friday, 9:00 a.m. to 5:00 p.m. on‑site, with occasional evening or weekend hours for special events or peak periods.

Nice To Haves

Demonstrated experience using enterprise systems (ideally Workday) for financial transactions, travel, and/or HR processes is strongly preferred.

Responsibilities

Control the workflow of the IS/SCM office and implement efficient office procedures and practices to ensure a professional, student‑centered environment.
Serve as the primary point of contact for visitors, students, and faculty, providing accurate information and warm, responsive service that reflects the department’s commitment to excellence.
Create and manage office filing systems (electronic and physical), ensuring records, correspondence, and confidential documents are organized, accessible, and securely maintained.
Receive, screen, and route mail, email, and phone inquiries; draft, proofread, and disseminate departmental communications and announcements.
Serve as the department’s primary Workday administrator for financial and administrative processes, including requisitions, purchase orders, vendor payments, reimbursements, and expense reports.
Prepare and process faculty and staff travel authorizations, conference registrations, and post‑travel reconciliations in Workday, ensuring compliance with University policies and sponsor requirements.
Maintain bookkeeping records of departmental revenues and expenditures, assign proper budget codes, monitor balances, and regularly reconcile accounts with Finance.
Generate periodic budget and activity reports, using basic data analysis and visualization to support departmental decision‑making.
Proactively support faculty in executing strategic initiatives, including curriculum development, industry partnerships, accreditation activities, research projects, and grant submissions.
Assist with preparing, formatting, and submitting reports, proposals, and supporting documentation for internal and external stakeholders.
Coordinate faculty recruitment logistics, onboarding of new faculty, and related personnel documentation in collaboration with HR and the Dean’s Office.
Act as a first point of contact for prospective students, current majors, and alumni, answering questions and connecting them to appropriate faculty, advisors, or resources.
Support initiatives that make the department vibrant and welcoming, such as student engagement activities, alumni spotlights, communications campaigns, and recognition programs.
Coordinate logistics for 4–6 (or more) annual departmental events, including industry speaker series, alumni networking events, student competitions, and advisory board meetings.
Arrange travel, lodging, parking, honoraria, and on‑campus logistics for guest speakers and visitors.
Schedule and support faculty meetings, retreats, and committee meetings; prepare and distribute agendas, take minutes, and ensure follow‑up on action items.
Enter and maintain accurate information in University systems (e.g., Workday, learning management systems, room scheduling tools) to support course scheduling, room assignments, and faculty workloads.
Use spreadsheets and basic data visualization tools to track key departmental metrics (e.g., enrollments, event participation, budget utilization) and share periodic summaries with the Chair.
Provide day‑to‑day guidance, training, and work direction to student workers, graduate assistants, and other support staff assigned to the department.
Foster a collaborative, respectful, and service‑oriented culture within the office and model professional standards for punctuality, communication, and follow‑through.
Perform other job‑related duties as assigned, consistent with the scope and level of the position.