Senior Administrative Coordinator I

Are you the driving force behind strategic support and executive communication As the Sr. Administrative Coordinator for the Associate Dean for Academic Innovation at Mays Business School you will prioritize the Associate Deans time and projects by monitoring deadlines evaluating urgency and advising on where to focus attention. Your gift for communication and conciseness enables you to seamlessly manage key projects ensuring impactful clear information flow.

Youll curate experiences and engagement opportunities that leave lasting impressions and foster meaningful relationships with stakeholders. With your knack for operational oversight youll streamline workflows elevate efficiency and ensure everything runs like clockwork. Your proactive approach to planning and process improvement will set the stage for organizational success positioning you and the Associate Dean ahead of the curve while turning challenges into opportunities.

Are your ready to embrace this opportunity in which you dont simply support; you lead inspire and shape outcomes at Mays Business School!

Qualifications

Required Education and Experience

• Bachelors degree or equivalent combination of education and experience.

• Six years of experience in office administration.

Preferred Qualifications

• Bachelors degree in business communications or a related field.

• Experience in higher education or a similarly complex organizational environment.

• Experience supporting seniorlevel leadership.

• Demonstrated experience managing multiple electronic calendars and coordinating complex schedules.

• Prior experience in roles requiring discretion and the handling of confidential information.

Knowledge Skills and Abilities

• Communicate clearly and professionally both in writing and verbally.

• Exercise discretion and sound judgment in managing confidential information.

• Demonstrate proficiency in word spreadsheet and presentation software (e.g. Microsoft Office Suite).

Responsibilities

Strategic Support and Executive Communication

• Prioritize the Associate Deans time and projects by monitoring deadlines evaluating urgency and making recommendations about where to focus attention each day.

• Support strategic decisionmaking by handling confidential information with discretion and professionalism.

• Manage the Associate Deans email inbox by triaging messages responding to routine inquiries drafting replies and flagging highpriority items.

• Manage calendars schedule appointments and coordinate meeting logistics.

• Track action items and deadlines providing timely reminders to ensure followup and completion.

• Serve as the primary point of contact between the Associate Dean and internal/external stakeholders maintaining clear and professional communication.

• Prepare reports presentations and meeting documentation ensuring accuracy and timely submission.

Experience and Engagement Planning

• Plan and coordinate logistics for events meetings specialized activities and longterm initiatives.

• Provide onsite logistical and administrative support for events meetings and special functions.

• Arrange catering services and coordinate travel needs.

• Prepare travel arrangements and itineraries; process and approve travel reimbursements as needed.

• Coordinate calendars schedule meetings and manage eventrelated timelines.

Operational Oversight and Process Improvement

• Oversee office operations to ensure smooth workflow by coordinating with staff faculty and external partners on behalf of the Associate Dean for Academic Innovation.

• Serve as Office Manager as needed providing technical guidance and advice on administrative matters.

• Review administrative practices and programs and assist in formulating policies and procedures.

• Compile reports and maintain records and documentation in an organized and timely manner.

• Conduct preliminary research on key topics initiatives and stakeholders; synthesize findings into actionable insights to support decisionmaking and planning.

Proactive Planning and Workflow Design

• Identify opportunities to improve administrative efficiency and streamline daily operations.

• Take ownership of recurring tasks and anticipate needs to support the Associate Deans productivity and time management.

• Monitor workflows and office operations and recommend tools processes or improvements to enhance effectiveness.