Administrative Coordinator

University of Dayton, Ohio•Dayton, OH

12d•Onsite

About The Position

The Administrative Coordinator serves as the primary point of contact for the Digital & Systems Engineering sector and provides in-person administrative support on base at WPAFB. The role supports onboarding and offboarding, CAC issuance and renewals, and access to base-specific accounts and systems. The coordinator learns and helps employees navigate complex, changing base-processing requirements so they can obtain and maintain required access. Working closely with the UDRI security team, the coordinator facilitates on-base processing by arranging required signatures, communicating with government personnel, security offices, and help desks, and following up on outstanding actions through completion. The position requires an in-person presence, strong relationship-building, and the ability to track multiple requests. Additional support includes on-base events, lunch and learns, visits, marketing materials, service as an administrative liaison for on-base personnel, and conference-room scheduling and other logistics for sector staff. Other administrative duties may be assigned by the supervisor.

Requirements

Bachelor’s degree.
At least 3 years of administrative, office coordination, or related experience; experience in a government, military, higher education, or other highly regulated environment is preferred.
Ability to manage multiple, changing priorities; maintain accurate records; track outstanding actions; and follow up to ensure tasks are completed.
Strong written and verbal communication skills, including the ability to communicate professionally with government personnel, employees, and leadership.
Ability to establish and maintain professional relationships with varied stakeholders and serve as a reliable, in-person point of contact.
Ability to navigate complex or changing processes, identify barriers, and persistently follow up with appropriate individuals to resolve issues.
Proficiency with Microsoft Office, Teams, Outlook, and other administrative tracking or collaboration tools.
Ability to work on base as required with minimal supervision.
Ability to handle sensitive employee and organizational information with discretion.
Must be a U.S. citizen due to requirements of the employer’s U.S. federal government research contracts.
Applicants must be currently authorized to work in the United States on a full-time basis; the University does not provide work visa sponsorship.
Submit a cover letter addressing each minimum qualification and any applicable preferred qualifications met.

Nice To Haves

Bachelor’s degree in business or a related field.
Prior base or government processing experience.
CAC and account access experience.
Experience in a government, military, defense contractor, or other security-conscious environment.
Event planning experience.
Marketing and communications support experience.
Experience supporting a federal contractor, research organization, or organization supporting government-funded research.
Experience with Runway and/or CostPoint.

Responsibilities

Serve as the primary point of contact for the Digital & Systems Engineering sector, providing administrative support on base at WPAFB.
Support onboarding and offboarding processes, CAC issuance and renewals, and access to base-specific accounts and systems.
Help employees navigate changing base-processing requirements to obtain and maintain required access.
Coordinate with the UDRI security team to facilitate on-base processing, including obtaining signatures and communicating with government personnel, security offices, and help desks.
Track requests and outstanding actions, and follow up to ensure processing is completed.
Support on-base events, lunch and learns, and visits.
Coordinate marketing materials.
Serve as an administrative liaison for on-base personnel.
Schedule conference rooms and coordinate other logistical needs for sector staff.
Perform other administrative duties as assigned by the supervisor.