Administrative Coordinator

Administrative Coordinator

The Administrative Coordinator serves as the operational backbone of the Information Systems & Supply Chain Management (IS/SCM) Department. This position manages day-to-day office operations, oversees Workday-based financial and travel processes, coordinates department events, and provides high-level administrative support to faculty so they can focus on teaching, research, and strategic initiatives. The incumbent is expected to proactively create a vibrant, welcoming department environment for students, faculty, alumni, and external partners.

This is a full-time, in-office role requiring consistent presence MondayFriday, 9:00 a.m. to 5:00 p.m., to ensure reliable support for faculty and students.

Responsible for independently managing office operations and processes for the IS/SCM Department, including Workday transactions, budget tracking, and event logistics. May orient, train, and provide lead direction to other administrative staff, graduate and undergraduate assistants, and student workers, including assigning and reviewing work. Accountable for the accuracy, timeliness, and compliance of departmental administrative, financial, and travel documentation with University policies and procedures.

Internal contacts include department and school administrators, faculty, students, and staff across academic and administrative units (e.g., Finance, Procurement, HR, Travel, IT, and the Dean's Office). External contacts include vendors, alumni, guest speakers, industry partners, prospective students, and the general public. The Administrative Coordinator supports approximately 12+ faculty and lecturers and 200+ undergraduate and graduate majors and minors across Information Systems and Supply Chain programs.

Office & Operations Management

Control the workflow of the IS/SCM office and implement efficient office procedures and practices to ensure a professional, student-centered environment.

Serve as the primary point of contact for visitors, students, and faculty, providing accurate information and warm, responsive service that reflects the department's commitment to excellence.

Create and manage office filing systems (electronic and physical), ensuring records, correspondence, and confidential documents are organized, accessible, and securely maintained.

Receive, screen, and route mail, email, and phone inquiries; draft, proofread, and disseminate departmental communications and announcements.

Financial Administration & Workday Management

Serve as the department's primary Workday administrator for financial and administrative processes, including requisitions, purchase orders, vendor payments, reimbursements, and expense reports.

Prepare and process faculty and staff travel authorizations, conference registrations, and post-travel reconciliations in Workday, ensuring compliance with University policies and sponsor requirements.

Maintain bookkeeping records of departmental revenues and expenditures, assign proper budget codes, monitor balances, and regularly reconcile accounts with Finance.

Generate periodic budget and activity reports, using basic data analysis and visualization to support departmental decision-making.

Faculty & Strategic Initiative Support

Proactively support faculty in executing strategic initiatives, including curriculum development, industry partnerships, accreditation activities, research projects, and grant submissions.

Assist with preparing, formatting, and submitting reports, proposals, and supporting documentation for internal and external stakeholders.

Coordinate faculty recruitment logistics, onboarding of new faculty, and related personnel documentation in collaboration with HR and the Dean's Office.

Student, Alumni, and Partner Engagement

Act as a first point of contact for prospective students, current majors, and alumni, answering questions and connecting them to appropriate faculty, advisors, or resources.

Support initiatives that make the department vibrant and welcoming, such as student engagement activities, alumni spotlights, communications campaigns, and recognition programs.

Event & Meeting Coordination

Coordinate logistics for 46 (or more) annual departmental events, including industry speaker series, alumni networking events, student competitions, and advisory board meetings.

Arrange travel, lodging, parking, honoraria, and on-campus logistics for guest speakers and visitors.

Schedule and support faculty meetings, retreats, and committee meetings; prepare and distribute agendas, take minutes, and ensure follow-up on action items.

Data, Systems, and Reporting

Enter and maintain accurate information in University systems (e.g., Workday, learning management systems, room scheduling tools) to support course scheduling, room assignments, and faculty workloads.

Use spreadsheets and basic data visualization tools to track key departmental metrics (e.g., enrollments, event participation, budget utilization) and share periodic summaries with the Chair.

Supervision and Team Leadership

Provide day-to-day guidance, training, and work direction to student workers, graduate assistants, and other support staff assigned to the department.

Foster a collaborative, respectful, and service-oriented culture within the office and model professional standards for punctuality, communication, and follow-through.

Other Duties

Perform other job-related duties as assigned, consistent with the scope and level of the position.

Core competencies include advanced knowledge of office and administrative practices and principles, including calendar management, document preparation, and records management.

Strong proficiency with computers and related software applications (MS Word, Excel, PowerPoint, Outlook), and ability to learn and optimize the use of Workday and other University systems.

Demonstrated experience with enterprise systems such as Workday for financial, HR, and travel processes; ability to troubleshoot basic issues and guide others in their use.

Familiarity with learning management systems (e.g., Canvas), video-conferencing tools (e.g., Zoom, Teams), and collaboration platforms (e.g., Slack, Teams channels) for communication and coordination.

Knowledge of basic accounting and budgeting techniques and principles; ability to prepare, monitor, and reconcile budgets and expenditures.

Strong project and event management skills, with the ability to plan ahead, juggle multiple deadlines, and deliver high-quality results in a fast-paced environment.

Excellent oral and written communication skills; ability to prepare clear, professional correspondence, reports, and meeting minutes.

High level of attention to detail, organization, and follow-through; demonstrated reliability and ownership of tasks from initiation to completion.

Ability to exercise discretion, maintain confidentiality, and handle sensitive information in accordance with University policies.

Strong relationship-building skills and the ability to establish and maintain collaborative, respectful, and harmonious working relationships with faculty, staff, students, and external partners.

Entrepreneurial and improvement-oriented mindset, with the ability to identify opportunities to streamline processes, enhance the student experience, and support faculty success.

Minimum requirements include a Bachelor's degree or an equivalent combination of education and experience. Minimum of three (3) years of progressively responsible administrative experience, preferably in a higher education, nonprofit, or professional services environment. Experience supporting senior leaders, academic departments, or programs with complex administrative, financial, and scheduling needs. Demonstrated experience using enterprise systems (ideally Workday) for financial transactions, travel, and/or HR processes is strongly preferred. Availability to work MondayFriday, 9:00 a.m. to 5:00 p.m. on-site, with occasional evening or weekend hours for special events or peak periods.

Compliance Salary Range Disclosure $45,000-$50,000