Administrative Coordinator, MPAM and School of Medicine and Health Sciences

UNIVERSITY OF LYNCHBURG • Lynchburg, VA

2d • $35,000 - $42,000 • Onsite

About The Position

The University of Lynchburg, a private, regional university in the beautiful foothills of the Blue Ridge Mountains in Central Virginia, is seeking applicants for an Administrative Coordinator position for the Dean and Associate Dean of the School of Medicine and Health Sciences and support for SMHS faculty with a focus on the Doctor of Executive Leadership department. This position reports to and is supervised by the Dean and Associate Dean of the School of Medicine and Health Sciences. Performance will be evaluated on an ongoing basis and through the University's established performance evaluation process. Evaluation will be based on the successful execution of the duties and responsibilities outlined in this position description, quality and timeliness of work, communication and collaboration, professionalism, and overall job performance. The Administrative Coordinator serves a dual role supporting the Dean's Office of the School of Medicine and Health Sciences and the Doctor of Executive Leadership (DEL) program. The position provides high-level administrative support to school leadership while coordinating the daily administrative operations of the DEL program. Responsibilities include supporting faculty and students, managing communications and records, coordinating meetings and events, assisting with budgeting, reporting, and accreditation activities, and ensuring efficient administrative operations across the School and program.

Requirements

• Excellent written, verbal, organizational, and interpersonal communication skills.
• Strong interpersonal and customer service skills with the ability to provide professional, courteous, and responsive support to a diverse population of students, faculty, alumni, and prospective applicants.
• Excellent organizational and time management skills with the ability to manage multiple priorities, meet deadlines, and maintain a high level of accuracy and attention to detail.
• Demonstrated ability to work independently while exercising sound judgment, discretion, and professionalism in handling confidential and sensitive information in accordance with University policies and FERPA.
• Experience coordinating multiple projects simultaneously, tracking deadlines, maintaining accurate records, and ensuring timely completion of administrative processes.
• Proficiency with Google Workspace (Docs, Sheets, Slides, Forms, Calendar, and Meet), with the ability to quickly learn and effectively utilize university systems and educational technologies.
• Strong technology skills with the ability to support virtual meetings, online communications, and web-based collaboration platforms.
• Ability to establish and maintain effective working relationships with faculty, administrators, students, and external partners while fostering a collaborative and service-oriented environment.
• Demonstrated problem-solving skills, initiative, and adaptability in a fast-paced academic environment with changing priorities.
• Ability to communicate effectively and have the ability to understand, comprehend and follow directions
• Must have good teamwork skills
• Associate's degree required
• Minimum of 5 years of progressively responsible administrative experience, preferably in a high-volume executive office or higher education setting.

Nice To Haves

• Bachelor's degree preferred.
• Experience working with learning management systems (e.g., Moodle, Canvas, Blackboard) and student information systems is preferred.

Responsibilities

• Provides high-level administrative support to the Dean and Associate Dean of the School of Medicine and Health Sciences, exercising sound judgment, discretion, and independent decision-making in managing confidential correspondence, records, and communications.
• Develops, maintains, and analyzes databases, spreadsheets, and reports to support school operations, strategic planning, assessment, and institutional reporting.
• Assists with the preparation, organization, and management of materials supporting accreditation, institutional reporting, program review, and other compliance activities across the School of Medicine and Health Sciences.
• Serves as a professional and welcoming point of contact for students, faculty, staff, alumni, community partners, and visitors.
• Assists the Dean and Associate Dean with budget preparation, financial tracking, purchasing, reimbursements, and monitoring of school and departmental accounts.
• Collaborates with the Dean, Associate Dean, Program Directors, Department Chairs, faculty, and administrative staff to support school initiatives, improve operational efficiency, and achieve strategic goals.
• Coordinates logistics for meetings, retreats, accreditation visits, advisory boards, guest speakers, special events, and other school-sponsored activities, including scheduling, travel arrangements, and resource coordination.
• Assists with the development and maintenance of marketing materials, publications, website content, and other communications in collaboration with University Marketing and Communications.
• Coordinates space utilization and scheduling for School of Medicine and Health Sciences programs, meetings, and special events.
• Creates, updates, and maintains school and program forms, templates, procedural documents, and operational resources.
• Provides administrative support for faculty recruitment processes, including search committee logistics, candidate scheduling, and interview coordination.
• Coordinates with Facilities Management and Information Technology Services regarding maintenance, repairs, equipment needs, and technology support for the School of Medicine and Health Sciences.
• Maintains inventories of office supplies and coordinates purchasing for school administrative operations.
• Maintains records and databases related to faculty, adjunct faculty, staff, and other school personnel.
• Performs data entry, data retrieval, record management, and reporting to support school operations and decision-making.
• Serves as recording secretary for School of Medicine and Health Sciences meetings by coordinating schedules, preparing agendas, recording minutes, and distributing meeting materials in a timely manner.
• Perform other responsibilities that may be assigned by the Dean.
• Provides administrative support, including day-to-day program operations and coordination of faculty, student, and administrative activities.
• Serves as the primary administrative contact for prospective and current students, responding to inquiries and directing requests to appropriate faculty or university offices.
• Assists the Program Director with preparation of annual reports, assessment documentation, and other materials supporting institutional effectiveness, accreditation, and program review.
• Assists faculty with course administration, scheduling meetings, maintaining academic records, and coordinating adjunct faculty onboarding and support.
• Assists with the preparation and distribution of program communications, newsletters, marketing materials, and website content in collaboration with University Marketing and Admissions.
• Coordinates purchasing and inventory of office supplies and program materials and assists with budget tracking, purchase requests, reimbursements, and invoice processing.
• Collaborates with Information Technology Services to facilitate technology support for faculty, staff, and students and assists with troubleshooting program-related technology issues.
• Coordinates with Human Resources and Information Technology to facilitate onboarding of new faculty and staff, including office, computer, software, and system access.
• Maintains confidential student and program records in accordance with University policies and applicable federal regulations.

Benefits

• Generous paid vacation, personal days, paid sick time and family leave, comprehensive insurance (medical, dental, vision, etc.) and retirement plans, flexible spending account, tuition remission, life and long-term disability insurance, and more.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree