Administrative Coordinator

FLSA Status: Non-Exempt 
Grade: 7 

Position Summary 
The Administrative Coordinator provides high-level administrative support to the Executive Vice President for 
Administration and Finance through meeting coordination, document management, and financial processing activities. 

Essential Job Duties 
• Maintain and manage executive calendar and coordinate complex scheduling requirements. 
• Process and track invoices ensuring timely payment and accurate record-keeping. 
• Organize and maintain contract files including amendments and related documentation. 
• Coordinate travel arrangements and prepare associated documentation. 
• Create and modify spreadsheets for various administrative and financial projects. 
• Prepare meeting materials and document meeting outcomes. 
• Other duties as assigned by Supervisor or designee. 

Omission of specific statement of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.  

 
Qualifications  
• Associate degree with 5-7 years of related experience 
• Bachelor's degree with 3-5 years of experience preferred 

Licenses/Certifications 
• None 

Knowledge, Skills, and Abilities 
• Strong organizational skills with exceptional attention to detail and ability to manage multiple priorities 
• Advanced proficiency in Microsoft Office applications with emphasis on spreadsheet management 
• Demonstrated ability to handle confidential information with discretion and professionalism 
• Strong written and verbal communication skills with ability to interact effectively at all organizational levels 
• Thorough understanding of administrative processes, financial procedures, and office operations 
• Knowledge of business etiquette and protocol 
• Must have a strong work ethic and lead by example  
• Must be a professional, credible and respected representative of the institution internally and in the community 
• Demonstrated willingness and ability to act ethically and socially responsible 
• Ability to communicate in a courteous manner 

Physical Demands  
The physical demands described here are representative of those that must be met by an employee to successfully 
perform the essential functions of the job.  
Constantly required to remain in a seated position for extended periods 
Frequently required to communicate effectively with diverse populations 
Regularly performs tasks that involve repetitive wrist and finger movement 
Regularly operates a computer and other standard office equipment 
Occasionally required to move about the office and similar spaces 
Occasionally required to move objects weighing up to 10 pounds 

Work Environment  
The work environment characteristics described here are representative of those an employee encounter while 
performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with 
disabilities to perform the essential functions.  
The work is performed in a typical office setting with moderate noise levels from conversations, and standard office 
equipment. 

Supervisory Responsibility  
None