Senior Administrative Coordinator

Position Summary: The Senior Administrative Coordinator plays a key role in supporting the undergraduate programs within the Patty Arvielo School of Business & Management (PASBM), which includes both the Department of Business and Management and the Department of Communication. This position provides high-level administrative support to the Dean, faculty, undergraduate department chairs, and directors overseeing various programs and school initiatives. The Senior Administrative Coordinator reports directly to the Dean.

Essential Functions:

• Primary Liaison & Office Leadership: Serve as the central point of contact for faculty, staff, students, and external stakeholders, fostering a welcoming, inclusive, and collaborative work environment.
• Administrative & Calendar Management: Plan and coordinate meetings, special events, and travel logistics. Maintain the Dean's and PASBM principals calendar.
• Financial Administration: Process and monitor financial transactions, including business expenditures, purchase orders, P-cards, invoices, and reimbursements in compliance with institutional policies.
• Academic Program Support: Assist department chairs with course scheduling, catalog updates, academic plans, and manage administrative functions such as petitions, waivers, and the re-admission process.
• Faculty & Student Worker Support: Provide administrative assistance during faculty recruitment and onboarding. Train, supervise, and evaluate student workers.
• Data & Metrics Oversight: Oversee collection and analysis of key data sets including enrollment, retention, alumni engagement, course evaluations, and student satisfaction surveys.
• Resource Management: Inventory and maintain physical assets such as audio-visual equipment, furniture, and IT resources.
• Program & Initiative Coordination: Support student honor societies, key initiatives (e.g., COMPASS, VITA, Business & Communication Student Fellows), and committees within the PASBM..
• Digital & Communication Tools: Manage communication platforms (Canvas, SharePoint, Teams, microsite) in alignment with university branding and digital communication standards.
• Office Operations: Oversee general office duties including communication management, supplies ordering, visitor engagement, textbook tracking, and meeting minutes documentation.
• Strategic Planning & Quality Improvement: Collaborate on institutional planning and continuous quality improvement in alignment with the university's mission and educational goals.
• Policy & System Development: Assist in developing internal systems, policies, and structures for effective school operations and compliance tracking.
• Cross-Departmental Collaboration: Partner with academic leaders to assess and enhance operational processes, academic programs, and communication strategies.
• Other Duties: Perform additional tasks as assigned by the Dean to support institutional objectives and academic excellence.

Minimum Qualifications:

• Bachelor's degree required.
• At least two years of administrative experience.
• Proficient in Microsoft Office suite of applications, especially Outlook Calendar management.
• Commitment to Vanguard's statement of faith, mission, identity, and values.

The Ideal Candidate:

• Exceptional office management, organizational, writing, minute taking, letter-drafting and communication skills.
• Excellent interpersonal skills working with diverse groups and professional demeanor with internal and external publics.
• Capacity to manage multiple tasks with high levels of accuracy and meeting of deadlines.
• Ability to function efficiently and professionally against the pressure of continual interruptions.
• Ability to work independently, take leadership for the office support and prioritize diverse and specialized details and tasks.
• Ability to handle complaints and assist in conflict management.
• Ability to be flexible to changing conditions, needs, and job responsibilities.
• Trustworthy preservation of confidentiality in the management of conversations, records, and a variety of student, faculty, and financial data.
• Vibrant relationship with Christ and active involvement in the life and ministry of a local church.

Salary:

$28.00 to $31.00 (Hourly) – Full-time position. This position is scheduled Monday through Friday during regular business hours; however, evening or weekend hours may occasionally be required to support events or seminars.

Placement within the salary range is commensurate upon education and experience. Posted salary range reflects anticipated hiring scale for the position. Vanguard University also offers a very competitive and generous benefits package.