Administrative Coordinator

University of Oklahoma•Norman, OK

About The Position

The University of Oklahoma seeks a highly organized and proactive Mandarin Language Education Center Coordinator to support the administration and growth of the Mandarin Language Education Center. This position plays a key role in coordinating the Center's daily operations, programs, and outreach initiatives that promote Mandarin language education, cultural programming, and international collaboration. Working closely with the Center Director and departmental leadership, the Coordinator will manage administrative functions, assist with program implementation, and serve as a liaison among students, faculty, community partners, and external collaborators. Responsibilities include coordinating events and educational programs, supporting outreach activities with K-12 schools and community organizations, assisting with budgeting and record-keeping, managing communications and scheduling, and helping ensure the successful implementation of grant-supported initiatives. The Coordinator will also assist with logistics for workshops, language programs, cultural events, and visiting scholars; maintain program records and documentation; coordinate travel and meetings; and support reporting and compliance requirements associated with external funding. The position requires strong organizational and communication skills, attention to detail, and the ability to manage multiple projects in a collaborative academic environment. This role contributes to the Center's mission of expanding Mandarin language education, strengthening community engagement, and fostering international partnerships.

Requirements

High School Diploma or GED, AND: 12 months office, clerical, or administrative experience.
Basic math skills.
Advanced computer skills with wide knowledge of business software.
Proficient in Microsoft Office.
Detail oriented for accuracy of data and information.
Highly organized and able to handle multiple projects and deadlines.
Knowledge of administrative practices in higher education and international education programs.
Skill in coordinating academic programs, events, and outreach activities.
Skill in written and verbal communication, including website and social media management.
Ability to communicate effectively with international partners, K-12 schools, faculty, students, and community stakeholders.
Ability to prepare reports, maintain records, manage multiple priorities, and meet deadlines. Ability to work independently and collaboratively in support of the Center Director.

Nice To Haves

Bachelor's or master's in Chinese, Asian Studies, Education, International Studies, Linguistics, or a related field.
Advanced training in language education, international programs, or intercultural communication
Conversational proficiency in Chinese, including the ability to communicate effectively with international partners.
1+ years of professional experience in a U.S. higher education setting, with demonstrated responsibility for coordinating academic or language programs, international partnerships, events, and/or outreach initiatives.
Ability to work occasional evenings or weekends to support events, programs, or outreach activities.

Responsibilities

Organizes, coordinates and performs clerical and administrative functions following established standards.
Assumes day-to-day responsibility for organizing and coordinating specialized clerical functions.
Answers questions, provides information and handles complaints for internal and external customers.
Updates office procedures for a more efficient operation when necessary.
Assists with preparation of budgets, controls delegated budgetary expenses and maintains budgetary records.
Approves departmental expenditures within predetermined guidelines .
Reviews billing from contractors and vendors, adjusts as needed.
Establishes and maintains filing systems including confidential documents.
Assists with design and selection of departmental computer programs.
Selects, supervises, trains and evaluates performance of assigned staff.
Prepares staff schedules and monitors and approves time worked.
Coordinates departmental personnel and payroll issues.
Plans and coordinates special projects.
Schedules appointments and makes travel arrangements.
Collects and disseminates information for internal and external customers.
Coordinates the planning, scheduling, and implementation of Mandarin Language Education Center programs and events, including language courses, cultural activities, workshops, outreach events, and testing sessions. Works with instructors, students, community partners, and campus units to ensure smooth execution of Center activities.
Maintains and updates the Center's website and manages social media platforms to promote programs, events, scholarships, and opportunities.
Develops outreach materials, announcements, and digital content to support recruitment, visibility, and community engagement.
Serves as the primary administrative liaison with international partner institutions as well as local K-12 schools, teachers and community organizations. Coordinates communications, schedules meetings, and supports collaborative activities and programs.
Prepares and manages quarterly and annual reports, collects program data, tracks activities and outcomes, and ensures compliance with sponsor and university requirements. Assists with documentation related to externally funded programs and maintains accurate records.
Provides administrative and operational support to the Center Director, including scheduling, correspondence, coordination of logistics, and assistance with special projects as assigned.
Performs other related duties as assigned.