Administrative and Project Coordinator

Administrative and Project Coordinator

SUMMARY

In alignment with the university’s mission and goals, the Administrative and Project Coordinator supports the Vice Provost. This role encompasses a wide range of responsibilities, including research, content development, constituent communication, presentation preparation, and calendar management.  

ESSENTIAL FUNCTIONS

Communication Support 

• Serves as the primary point of contact for internal and external communications related to the Vice Provost's office. 

• Responds to inquiries in a professional and timely manner, ensuring clarity and appropriate follow-up. 

• Maintains a professional, welcoming office environment for visitors and staff. 

• Manages and updates mailing lists; supports the development of targeted communications for various stakeholder groups. 

• Collaborates with departments reporting to the Vice Provost on communication planning and execution 

Research and Writing 

• Conducts research to support strategic planning, decision-making, policy development, and program initiatives. 

• Drafts a wide range of written materials, including reports, briefing documents, emails, newsletters, and correspondence, with attention to clarity, tone, and audience. 

Event and Calendar Management 

• Manages the Vice Provost’s calendar, including scheduling meetings, appointments, and events with attention to detail and efficiency. 

• Coordinates logistics for internal and external events, including venue reservations, invitations, agenda preparation, and materials distribution. 

• Tracks key deadlines, follow-ups, and deliverables to ensure progress on strategic initiatives.

Budget and Records Management 

• Assists with tracking and monitoring departmental budgets, including units reporting to the Vice Provost, and prepares budget analysis reports. 

• Maintains organized records related to course offerings, program reviews, and faculty development. 

• Supports development and implementation of effective record-keeping systems and process documentation across departments reporting to the Vice Provost. 

Presentation Development 

• Designs and prepares professional PowerPoint and Google Slide presentations for meetings, presentations, and public engagements. 

• Ensures presentation materials are accurate, visually engaging, and consistent with university branding and messaging. 

• Provides support to associated departments for developing effective presentation materials.

SUPERVISORY RESPONSIBILITY  

• Student Employees 

Qualifications

EDUCATION:

• Bachelor's degree required
• Business or Liberal Arts, preferred

EXPERIENCE

• 5+ years experience and demonstrable success in academic administrative support.

ESSENTIAL COMPETENCIES (Knowledge, Skills, and Abilities)  

• Customer Service Orientation – Keeps internal and/or external key stakeholder(s), students, parents, faculty, staff and community partners in mind at all times. Professionalism – Displays a high level of professionalism, e.g. timeliness, reliability, communication, and work ethic. 
• Christ-first Faith – Provides spiritual support to community members, including students, on their Christian faith journey. 
• Adaptable/Flexibility – Ability to change or adjust to change. 
• Analytical Thinking & Decision Making – Identifies and understands trends and/or issues, connects data points through analysis and logical conclusions/actionable strategies. 
• Attention to Detail – Ability to efficiently and accurately focus on a specific task or number of tasks. Reviews details with a critical eye. 
• Business & Financial/Budget Acumen – Demonstrates knowledge and understanding of financial concepts, accounting, marketing and organizational functions. 
• Confidentiality – Maintains the necessary confidentiality and discretion required for the position. 
• Effective Communication – Expresses ideas and information in a clear and concise manner both verbally and in writing to convey clear, well-articulated messaging across a wide variety of audiences. 
• Establishes Trust – Gains the confidence of others by actions and words that promote being honest, forthcoming, and vulnerable. 
• Problem-solving – Anticipates, evaluates, diagnoses, and resolves problems in a systematic and fact-based manner. 
• Project and Time Management – Effective planning and priority setting. Ability to manage several complex projects simultaneously while working under pressure to meet deadlines. 
• Results Orientation & Accountability – Takes accountability and identifies, executes and drives actions to consistently achieve desired results. 
• Self-development – Grow one’s self-awareness, abilities, skills, and/or talent. 
• Teamwork & Collaboration – Creates a climate that fosters commitment to a common vision and shared values that promote cooperation and working together through trust and support of others both departmentally and cross-functionally. 

ADDITIONAL REQUIREMENTS:  

• Ability to sit for prolonged periods of time