Office of Advancement Administrative Coordinator

Oklahoma City Community College•Oklahoma City, OK

47d

About The Position

This position is responsible for managing complex schedules, coordinating strategic initiatives, preparing confidential materials, supporting governance processes, and serving as a primary liaison among internal departments, external partners as directed, and community stakeholders. The role requires exceptional judgment, professionalism, and the ability to independently prioritize tasks in a fast-paced, student-centered environment.

Requirements

Associate's degree in Business, Communications or a closely related field.
Minimum (2) years' of progressively responsible administrative support experience in a professional office setting.
Equivalency/Substitution: Minimum (4) years of directly related experience may be substituted in lieu of a degree.
Microsoft Office Suite, with advanced proficiency in Word, Excel, and Outlook
Advanced knowledge of executive-level administrative practices, including calendar management, meeting coordination, and travel planning
Knowledge of records management principles, including digital filing systems, document retention, and confidentiality protocols
Working knowledge of research methods to gather, synthesize, and present data for reports and presentations
Exceptional organizational and time-management skills, with the ability to prioritize independently and manage multiple deadlines in a fast-paced environment
High-level verbal communication and interpersonal skills
Using word processing, spreadsheets, PowerPoint, email and calendaring systems
Excellent written and verbal communication skills
Strong analytical skills
Attention to detail and accuracy in managing official documents, minutes, agendas, and confidential materials.
Be reliable and punctual
Pay attention to details
Work both independently and cooperatively with others
Ability to prioritize and manage multiple assignments with accuracy and timeliness.
Ability to exercise exceptional judgment, discretion, and professionalism when handling sensitive information or interacting with high-level stakeholders
Demonstrated ability to handle confidential information with discretion.
Ability to balance competing priorities
Ability to ensure alignment with institutional priorities, track commitments, and follow through on action items
Ability to adapt to evolving responsibilities, special projects, and institutional needs

Nice To Haves

Bachelor's degree
Experience in higher education or a community college setting
Previous experience with project management or workflow tools.
Previous experience and knowledge of shared governance, accreditation processes, and/or budget administration

Responsibilities

Provide proactive administrative support to the Associate Vice President including managing complex calendars, meetings, and travel arrangements for executive leadership and preparing materials, and tracking action items and deadlines.
Monitor office priorities and serve as a central point of contact for routine communication and task coordination across department functions.
Support special projects and assigned initiatives on behalf of the Associate Vice President including gathering data, tracking progress, and coordinating deliverables.
Assist with the development and implementation of administrative processes to support departmental efficiency and operational consistency.
Prepare, proofread, and edit correspondence, reports, presentations, and other confidential documents.
Screen phone calls, emails, and visitors; respond to inquiries and resolve issues as appropriate.
Collaborate with departmental teams on shared projects or initiatives, as directed.
Support college-wide initiatives, strategic planning efforts, accreditation activities, and special projects.
Coordinate logistics for executive-level meetings, retreats, board sessions, and campus events.
Track deadlines, follow up on action items, and ensure alignment with institutional priorities.
Conduct basic research and compile data for reports and presentations.
Assist in preparing materials for Board of Trustees or campus governance committees.
Ensure compliance with college policies, procedures, and confidentiality requirements.
Maintain accurate meeting minutes, agendas, and official documents.
Coordinate logistics for executive-level meetings, and departmental events.
Draft internal communications and announcements as needed.
Facilitate effective communication between the executive office and other departments.
Perform other administrative responsibilities in support of the department's strategic and operational goals, as assigned by the Associate Vice President.
Abide by the policies and procedures published in the Board of Regents Policies and College Policies & Procedures.
Contribute to a safe educational & working environment.
Adhere to established safety and health procedures and practices for the purpose of providing injury and illness prevention for self and others.
Complete quarterly health and safety training pursuant to OCCC's established safety and health procedures and practices.
Participate in all applicable OCCC emergency, evacuation, shelter in place drills, and be prepared to take action and assist others in taking appropriate action should a health or safety emergency occur.