Senior Administrative Assistant, School of Education

Vanguard University Of So Cal•Costa Mesa, CA

2d•Onsite

About The Position

The Senior Administrative Coordinator provides comprehensive administrative and operational support to Vanguard University’s School of Education, including the California Teaching Credential programs, Master’s in Education programs, Teacher Advancement Program, Liberal Studies Department, and Early Childhood Education Department. This position supports the Dean, program leadership, faculty, and staff in serving students across four Teaching Credential programs, four Master’s in Education programs, and two undergraduate programs. The Senior Administrative Coordinator serves as a key point of contact for the School of Education and helps ensure efficient day-to-day operations, communication, student support, and coordination across programs.

Requirements

Bachelor’s degree.
Three to five years of progressively responsible administrative support or office coordination experience.
Strong organizational skills with the ability to manage multiple priorities, deadlines, and detailed assignments simultaneously.
Excellent written and verbal communication skills, including strong proofreading and editing abilities.
Proficiency with Microsoft Office applications.
Strong interpersonal and customer service skills with the ability to interact professionally with students, faculty, staff, and external constituents.
Ability to work independently, exercise sound judgment, and appropriately prioritize competing responsibilities.
Ability to respond professionally to concerns, complaints, and challenging situations and assist with conflict resolution as appropriate.
Demonstrated ability to maintain the confidentiality of student and employee records, financial information, and sensitive communications.
Ability to adapt to changing priorities, needs, and responsibilities.
Strong attention to detail and commitment to accuracy.
Knowledge and acceptance of the mission, principles, and philosophies of Vanguard University.

Nice To Haves

Master's Degree.
Previous administrative experience in higher education or an academic environment.
Experience supporting multiple programs, departments, or senior-level leaders.
Experience coordinating meetings, events, and complex schedules.
Experience maintaining student records, databases, or other administrative information systems.
Experience supporting admissions, academic programs, or student services.
Experience working with budgets, financial records, or departmental reporting.

Responsibilities

Serve as a welcoming first point of contact for students, prospective students, faculty, staff, and visitors to the School of Education. Respond to general inquiries and connect individuals with the appropriate program, faculty, or staff member.
Support daily administrative and operational needs across School of Education programs.
Serve as a liaison with University departments, including Accounting, Events, Food Services, Maintenance, Information Technology, Library, Bookstore, and Mail Room/Copy Center.
Support the admissions process by creating new student files and coordinating prospective student interviews.
Maintain accurate digital and hard-copy filing systems and confidential records.
Enter and maintain student information in the School of Education database.
Maintain office equipment, supplies, materials, and other administrative resources.
Create and maintain administrative documents and resources, including student contact lists, calendars, schedules, financial records, and budget reports.
Proofread and edit business correspondence, program reports, and other non-instructional documents.
Assist with the planning and execution of marketing and recruiting activities and materials.
Support the annual review, proofreading, and updating of University Catalog information related to School of Education programs.
Provide administrative support for the School of Education’s external Advisory Council partnerships.
Record and maintain meeting minutes for weekly staff meetings and monthly team meetings.
Maintain and update School of Education website content as needed.
Maintain the Educational Resource Center schedule.
Coordinate meetings and events, including room reservations, catering, décor, A/V requests, setup and teardown, invitations, RSVP lists, sign-in sheets, name tags, and agendas.
Attend University Program Coordinator and Administrative Coordinator meetings hosted by the Provost’s Office.
Identify potential operational risks or concerns and discuss appropriate risk-reduction strategies with the immediate supervisor.
Perform other related duties as assigned, including mandatory participation in annual commencement ceremonies.