Administrative Coordinator - OVPR

Reporting to the Assistant Director, Business Operations, and working under minimal supervision, the Administrative Coordinator plays a key role on a cohesive, crosstrained, and supportive team that values collaboration, professional growth, and a communityoriented work environment. This role provides advanced administrative, operational, and communications support to the Office of the Vice Provost for Research (OVPR).

Key responsibilities include:

Administrative & Operational Support

• Manage daily frontoffice operations and serve as a primary point of contact for faculty, staff, students, and external stakeholders.
• Maintain complex calendars, schedule meetings, coordinate logistics, and track ongoing matters requiring followup.
• Prepare, process, and track administrative actions, documents, and records.

Communications & Document Production

• Draft, proofread, and edit correspondence, reports, presentations, and other materials.
• Create spreadsheets, databases, and visual materials such as charts or graphics.
• Handle confidential information with discretion and ensure timely, accurate communication.

Program, Project & Committee Support

• Coordinate program activities and project workflows, including preparing agendas, taking minutes, tracking action items, and maintaining documentation.
• Update web content and prepare materials for internal or external audiences.
• Troubleshoot issues and direct complex inquiries to appropriate OVPR staff.

Event Planning & Coordination

• Assist in planning and executing meetings, workshops, and special events.
• Coordinate speakers, invitations, promotional materials, logistics, and onsite event support.

Budget & Financial Support

• Assist with developing and monitoring budgets for projects and events.
• Track expenditures, resolve discrepancies, and prepare financial summaries in collaboration with the budget officer.

Application Instructions: In addition to your resume, please include a cover letter that describes your interest in the role and highlights the skills and experience that make you a strong fit.

Basic Requirements:

• Knowledge and experience typically acquired through the completion of a high school diploma/GED and 5+ years of administrative experience,
  OR the completion of a bachelor's degree and 3+ years of administrative experience.
• Proficiency with Microsoft Office Suite, with the ability to produce professional documents, spreadsheets, and presentations, and comfort working with graphics/layout tools and databases.
• Strong organizational, interpersonal, and communication skills, with the ability to manage multiple priorities and maintain confidentiality.
• Demonstrated ability to prepare accurate documents, reports, spreadsheets, and presentations with strong attention to detail.
• Ability to work independently under minimal supervision, exercise good judgment, and take initiative in a fastpaced environment.

Preferred Qualifications:

• Experience working in higher education, research administration, or a large, decentralized organization.
• Familiarity with financial tracking or basic bookkeeping.
• Experience supporting executivelevel leaders, including calendar management or event coordination.
• Comfort with database systems, web content updates, and/or basic design or layout tools.