Executive Coordinator

Student Engagement & Triage
Serve as the first point of contact for the Division of Student Affairs for the campus community and external community visitors and provide high-level administrative support to the Vice Chancellor for Student Affairs; greet and direct visitors; receive, respond to and/or direct internal and external phone and e-mail inquiries and requests and when necessary, field inquiries to appropriate staff person; receive, sort and distribute mail;

Compose, analyze, edit, and disseminate memos, letters, reports, as well as confidential correspondence;
Ensure that inquiries, requests and/or confidential communications and activities between the Vice Chancellor and other members of the leadership team for action are handled in a timely and effective manner;

Maintain confidentiality and discretion in handling sensitive information and files;
Manage the executive calendar for the Vice Chancellor for Student Affairs including scheduling appointments and meetings; Coordinate fraud investigation processes and documents.

Collect, prepare and analyze briefing and background materials in preparation for the Vice Chancellor’s meetings in coordination with other college staff and follow-up on any details related to these meetings;
Develop and prepare meeting agenda(s) and background material for all meetings; prepare and distribute agendas, meeting notices and meeting minutes, as directed; have vast understanding of high-school dual enrollment and co-enrollment.

Office Operations & Executive Support
Calendar Management: Control the Vice Chancellor’s complex schedule, prioritizing high-stakes meetings and institutional deadlines.
Daily Operations: Oversee physical and digital office workflows, mail distribution, and inventory supply management.
Communications Support: Draft, review, and edit sensitive correspondence, executive summaries, and division-wide announcements. Complete and maintain Personnel Action Form, Complete PowerPoint Presentations
Budget Support: Monitor office expenditures, process expense reports, contracts, professional agreements, and assist with annual divisional budget and unit Key Performance Indicator tracking.

Project Coordination & Committee Support
Meeting Logistics: Prepare agendas, record detailed minutes, and track action items for leadership team meetings.
Event Planning: Coordinate logistics for division-wide events, conferences, student leadership recognition ceremonies, and town halls, negotiate with vendors, draft and complete contracts, and professional service agreements.
Data Management: Maintain secure student records and database systems in strict compliance with FERPA regulations. Have a vast understanding of all Student Affairs departments and operations.
Special Projects: Research student affairs trends and compile data reports to support strategic planning initiatives. Work with Communications for Delgado Student Affairs branding standards. Review and recommend recruiter material.
Administrative and Other Duties

Assist with special projects as assigned by the Chancellor or designated Student Affairs administrator. Perform other duties, tasks, and assignments as required to support the Student Affairs division.