Administrative Coordinator

Hamline University•Saint Paul, IN

32d•Onsite

About The Position

The Administrative Coordinator supports the Provost, Chief Operating Officer (COO), and Dean of the Faculty by managing schedules, coordinating office operations, and handling written communications on their behalf. As often the first point of contact for the Provost's Office, this role is central to its effectiveness and image, and regularly involves confidential materials requiring discretion and professionalism.

Requirements

Ability to handle highly confidential information with discretion
Strong interpersonal, written, and verbal communication skills; able to convey complex information clearly
Excellent organization, planning, and multitasking skills, with strong attention to detail
Proven ability to manage competing priorities under deadline pressure
Strong analytical and problem-solving skills
Experience developing office best practices and procedures
Familiarity with FERPA and best practices for confidential student information
General knowledge of Hamline's policies, costs, and emergency procedures
Experience working with diverse students, employees, and visitors
Proficiency with Microsoft Office, G-Suite, Workday, BoardEffect, and Raiser's Edge
High school diploma or GED equivalent.
One to three (1-3) years of prior senior-level administrative coordinator or assistant experience.
Demonstrated ability to craft timely, cogent, professional communications for Provost’s use.
Experience in developing and implementing best practices in communications and office procedures and protocols.
Experience working with and maintaining confidential information.

Nice To Haves

Bachelor’s degree from an accredited college or university.
4+ years professional administrative coordinator or assistant work experience in an office environment, preferably in higher education.

Responsibilities

Manage the COO's and Provost's busy and ever-changing schedules with complete accuracy, including background materials; develop standard processes for handling meeting requests
Book meeting spaces and hybrid logistics, take notes, and track action items
Work ahead on weekly, monthly, and yearly commitments; communicate calendar updates clearly and promptly
Prepare briefing materials and reports; follow up on outstanding documentation requests
Book travel and manage itineraries
Handle expense reports, credit card reconciliation, invoices, and vendor payments
Greet and assist visitors, representing the Provost's Office professionally
Screen calls and emails; manage appointments and meeting attendees
Liaise with administrative assistants, faculty assistants, and service providers to keep the office running smoothly
Plan and execute events for the COO, Provost, and Dean of Faculty (e.g. space, A/V, catering, room setup)
Exercise discretion in handling confidential University information
Serve as first point of contact for the [email protected] inbox and related individual accounts, as requested; draft responses for review
Draft talking points and presentations for the Provost, COO, and Dean of Faculty
Support campus communications through drafting and proofreading
Other duties as requested.