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Administrative Operations Coordinator

2 months ago

Mesa, Arizona, United States Southern Illinois University Full time

Position Overview

This role is responsible for overseeing the academic, personnel, and administrative functions of the Vice President for Academic Innovation, Planning, and Partnerships (VPAIPP). The VPAIPP acts as a key advisor and representative, engaging with various campuses and external organizations. The incumbent will frequently interact with university personnel and external entities, serving as a vital link to the President's Office.

Key Responsibilities

Project Coordination

  • Oversee and track initiatives associated with the strategic plan, collaborating closely with various teams and research officers to gather data and compile reports.
  • Maintain and update the strategic plan dashboard, serving as an ex-officio member of the System Strategic Planning Committee.
  • Organize workshops and meetings pertinent to strategic initiatives.
  • Collect and prepare data for specialized academic reports for distribution.
  • Manage project funding requests to state and federal entities, as well as special assignments.
  • Gather data for the Board of Trustees Academic Matters Committee, prepare agendas, and transcribe minutes.
  • Facilitate communication with external organizations, including the Illinois Board of Higher Education, and internal university offices.
  • Act as the primary liaison between the VPAIPP office and the Faculty, Staff, and Student Advisory Committees.
  • Coordinate projects initiated by the advisory committees, including surveys and training programs.
  • Provide necessary information for reporting to various agencies.
  • Ensure the VPAIPP website is updated with relevant policies, forms, and reports.

Operational Management

  • Manage communications for VPAIPP functions through various channels, acting as the liaison with marketing and communications offices.
  • Monitor budget expenditures for VPAIPP and related projects.
  • Oversee grant expenditures for projects under the VPAIPP office.
  • Prepare comprehensive academic reports for the Board of Trustees and external stakeholders.
  • Maintain awareness of unit responsibilities and deadlines.

Administrative Duties

  • Manage academic program files and correspondence related to program requests.
  • Oversee operations for senior administrator searches conducted by the Office of the President.
  • Handle daily operations of the VPAIPP unit.
  • Address inquiries and resolve issues requiring interpretation of administrative policies.
  • Liaise between the Vice President and other university departments and external agencies.
  • Draft correspondence on behalf of the Vice President.
  • Oversee the creation and distribution of informational and marketing materials.
  • Coordinate meetings and assist the Vice President in preparation.
  • Arrange travel and manage reimbursement processes for the Vice President.
  • Maintain documentation for University P-Card purchases.
  • Follow Records Management Guidelines for filing and archiving materials.
  • Perform additional duties as assigned.

Qualifications

  • A Bachelor's degree in business administration, management, or a related field.
  • A minimum of two years of professional experience in business, finance, or management.
  • Additional education or experience may be required based on specific position needs.