Coordinator, Administrative Operations

The University of Arizona•Tucson, AZ

4d•Onsite

About The Position

The Coordinator, Administrative Operations role provides comprehensive administrative and operational support for the Enrollment Management division, ensuring efficient day-to-day operations and exceptional customer service for internal and external stakeholders. This position coordinates scheduling, communications, travel, purchasing, logistics, and office support while serving as a primary front-facing representative for Enrollment Management. The role also supports recruitment initiatives, student employee coordination, and special projects, contributing to the successful execution of the division's strategic priorities.

Requirements

High school diploma or high school diploma equivalency is required.
Minimum of 3 years of relevant experience, or equivalent combination of education and work experience.
Excellent customer service skills.
Strong organizational skills and attention to detail.
Ability to follow laws and guiding principles of enrollment work, including FERPA regulations.
Effective communicator with various populations via email, telephone, in-person, and other modalities.
Ability to handle confidential and sensitive information.

Responsibilities

Serve as the front desk representative for the Enrollment Management executive suite by greeting visitors, directing inquiries, and responding to phone calls, emails, and general correspondence.
Support administrative needs and routine communications for Enrollment Management leadership, serving as a point of contact for internal and external constituents when appropriate.
Coordinate calendars, meetings, and scheduling for assigned Enrollment Management leadership and team members.
Provide travel support for assigned team members, including preparing travel authorizations, coordinating itineraries and reservations, and assisting with expense reconciliation in accordance with university policies.
Process purchasing transactions and PCard purchases for assigned leadership team members following established university procedures and guidelines.
Gather, compile, verify, and prepare information for reports, organizational charts, and other administrative documents.
Provide administrative support for departmental operations, including maintaining office supply inventories, processing routine requests, supporting office logistics, and providing backup calendar support for the Vice President of Enrollment Management and Dean of Admission, as needed.
Coordinate the collection, sorting, and distribution of departmental mail and deliveries.
Provide administrative support for Enrollment Management events by coordinating transportation, hotel estimates, catering, space reservations, event materials, and other logistical needs.
Coordinate the inventory, storage, distribution, and fulfillment of recruitment marketing materials, event supplies, and promotional items to support recruitment and outreach efforts.
Receive, track, and fulfill University promotional item ("swag") requests submitted through Slate, email, and other established request channels.
Assist with maintaining organized workspaces, storage areas, and operational resources to support efficient departmental operations.
Support the day-to-day workflow of student office employees by assigning routine tasks, monitoring schedules, assisting with onboarding and training, and providing guidance on office procedures.
Assist the Administrative Operations Manager and Chief of Staff with departmental initiatives, special projects, and other administrative duties as assigned.