Senior Department Coordinator

NMDP•Minneapolis, MN

About The Position

The Senior Department Coordinator provides high-level administrative, project, and operational coordination for one or more departments and may support multiple senior leaders, including Vice Presidents. The role provides executive-level support with complex calendar management, travel arrangements, expense reporting, department meetings, leadership-ready materials, and conference or event logistics. The coordinator serves as a subject matter expert for assigned departmental projects and operational initiatives. They translate requirements into deliverables and timelines, track milestones and dependencies, surface risks, report status, and coordinate stakeholders. The position also supports departmental policies and procedures, shared information resources, budgets, controlled documents, and internal communications.

Requirements

Knowledge of executive administrative support practices, including complex calendar management, travel booking, and expense reporting.
Knowledge of project coordination practices, including milestone tracking, risk and issue management, and status reporting.
Knowledge of stakeholder management and professional communication in primarily internal-facing environments, with occasional external coordination.
Knowledge of conference and event administration, including venue, catering, logistics, and vendor coordination.
Knowledge of controlled document lifecycle practices, including creation, maintenance, and retirement.
Ability to proactively manage executive calendars, prioritize conflicts, coordinate across time zones as applicable, and ensure leaders are prepared.
Ability to create and format meeting materials and presentation decks accurately and with attention to detail.
Ability to manage multiple priorities accurately and discreetly while supporting senior leaders, anticipate needs, solve problems, and follow through.
Ability to handle confidential and sensitive information with discretion and sound judgment.
Ability to prepare clear milestone, risk, and status updates for leadership and cross-functional partners.
Ability to coordinate events end-to-end, including vendor communications and post-event reconciliation.
Ability to maintain controlled documents with attention to detail and version control.
Associate’s degree (AA); an equivalent combination of education and relevant experience may be considered.
At least 3 years of related experience as a department subject matter expert, coordinator, or executive/administrative support professional.
Experience supporting multiple senior leaders.

Nice To Haves

Bachelor’s degree.

Responsibilities

Provide administrative and operational support to multiple senior leaders and their departments.
Manage designated Vice Presidents’ calendars, including scheduling, stakeholder coordination, and resolution of changes and conflicts.
Coordinate department and VP meetings, including scheduling, agendas, logistics, materials, and follow-up actions.
Coordinate department communications and stakeholder inputs, serving as a primary point of contact for internal coordination and occasional external coordination.
Compose, edit, and proofread leadership documents, presentations, reports, letters, and forms.
Arrange and manage travel and accommodations for Vice Presidents.
Prepare and submit monthly Vice President P-card expense reports to Finance.
Manage purchase order and request processes and obtain required signatures.
Maintain shared departmental materials and coordinate access to key information.
Collaborate with NMDP administrative staff to meet department and organizational needs.
Serve as a subject matter expert for assigned projects and operational initiatives, translating requirements into deliverables and timelines.
Help draft and maintain department-specific policies and standard operating procedures.
Maintain departmental email distribution lists and internal organizational charts.
Manage updates to the department’s SharePoint information space.
Prepare staff meeting agendas, take notes, and distribute meeting information to the department.
Help leadership track expenses against established budget lines.
Track assigned milestones and action items, surface risks and dependencies, and provide routine status reports to leadership and partners.
Coordinate conference and event logistics, including venues, attendees, catering, vendors, and post-event reconciliation.
Manage controlled documents by creating, updating, routing for review and approval, publishing, and retiring them in accordance with controls and retention practices.
Perform other duties as assigned.