Benefits:

401(k)

Health insurance

Training & development

Position Summary

The Administrative Coordinator provides high-level administrative and operational support to the Chief Academic Officer (CAO) and the Chief of Staff. This position serves as a central coordination point for executive communications, scheduling, documentation management, and institutional initiatives within the office of Chief Academic Officer and the office of the Chief of Staff.

This role is designated as a confidential position and requires the highest level of discretion, professionalism, and integrity. The incumbent will regularly handle sensitive institutional information, including personnel matters, student records, executive communications, and strategic planning materials.

Key Responsibilities

Executive Support & Coordination

· Manage complex calendars for the Academic Department and Chief of Staff, including prioritization of competing demands.

· Coordinate internal and external meetings, including preparation of agendas, materials, minutes, and follow-up documentation.

· Draft, format, and proofread executive correspondence and reports.

· Support preparation of materials for Board meetings, accreditation activities, and executive presentations.

Confidential Documentation & Records

· Maintain confidential personnel, strategic, and executive records.

· Handle sensitive information in compliance with FERPA and institutional policies.

· Manage secure document workflows and access permissions.

Operational & Project Support

· Track executive-level initiatives and deadlines.

· Assist with institutional projects, policy documentation, and cross-department coordination.

· Monitor progress on assigned initiatives and provide status updates as requested.

Communication & Liaison Functions

· Serve as a point of contact between executive leadership and faculty, staff, and external stakeholders.

· Respond to inquiries on behalf of the CAO and Chief of Staff when appropriate.

· Maintain professionalism and neutrality in handling sensitive situations.

Administrative Oversight

· Support budget tracking, reimbursement processing, and event logistics as assigned.

· Maintain organized filing systems (digital and physical).

· Assist with onboarding coordination for academic and executive hires.

Other duties as assigned

Confidentiality & Professional Conduct

This position is formally designated as confidential. The Administrative Coordinator will have access to sensitive institutional information including, but not limited to personnel records and employment matters, compensation data, student information protected under FERPA, strategic planning and accreditation documents, and Board and executive communications.

The incumbent must exercise exceptional discretion and sound judgment. Breach of confidentiality may result in disciplinary action, up to and including termination. A separate confidentiality agreement will be required upon hire.

Qualifications

Required

· Bachelor’s degree or equivalent professional experience.

· Minimum of 2–4 years of administrative support experience, preferably in higher education or executive environments.

· Demonstrated experience handling confidential information.

· Exceptional organizational and time-management skills.

· Strong written and verbal communication skills.

· Proficiency in Microsoft Office and institutional systems (e.g., LMS, SIS, SharePoint, or similar platforms).

Preferred

· Experience supporting senior leadership.

· Experience coordinating multi-stakeholder projects.

Competencies

· Professional discretion and judgment

· Ability to prioritize in a fast-paced environment

· Attention to detail

· Political and organizational awareness

· Strong interpersonal skills

· Initiative and follow-through

Reporting Structure

Reports jointly to the Chief Academic Officer and the Chief of Staff.