Administrative Coordinator

Position Summary The Senior Administrative Coordinator serves as a key operational and administrative partner within the School of Theology and Ministry, providing high‑level support to the Dean, Undergraduate Chair, and Graduate Directors. This position coordinates a wide range of academic, administrative, and student‑facing functions that advance the mission of the School and support the success of its students, faculty, academic programs, university partners, and external constituents. The Senior Administrative Coordinator plays a critical role in ensuring the effective day‑to‑day operations of the School and reports directly to the Dean. Position Details Basic Operations Office & Executive Support: Manage day‑to‑day operations of the STM suite, including reception, correspondence, supplies, equipment upkeep, and calendar/travel management for the Dean. Academic Operations: Assist faculty leadership with course scheduling, syllabus archiving, catalog updates, maintenance of confidential faculty files, and monitoring textbook adoptions as needed. Financial Administration: Support budget management by processing and tracking expenditures, purchase orders, and invoices. Project and Personnel Support Project & Strategy Support: Contribute to the implementation and monitoring of STM’s strategic goals, work plans, and school initiatives. Personnel: Assist academic leadership with resident and adjunct faculty hiring processes, monitor instructional loads, and directly hire, train, and supervise student employees. Stakeholder Engagement & Communications Liaison & Communications: Serve as the primary point of contact for internal and external constituencies; coordinate with Student Services and Student Success to address student‑related matters, as well as alumni relations and various university teams and committees. Event & Meeting Coordination: Manage STM events and organize and document meetings. Marketing Support: Curate and provide content for university marketing, social media, promotional materials, and web microsites. Other Stakeholder Support: Provide basic administrative support to clubs, volunteer boards, and committees connected to STM. Compliance & Professional Development Risk & Compliance: Identify operational risks, collaborate on risk reduction strategies, and perform other duties as assigned to maintain organizational standards. Development: Participate in the VU Provost’s Program Coordinator/Administrative Coordinator development and coordination meetings. Other duties as assigned, including mandatory participation in annual commencement ceremonies. Required Skills & Qualifications Bachelor’s degree and 3‑5 years of progressively responsible administrative support experience. Exceptional office management skills, including project management, time management, and the ability to manage multiple priorities simultaneously. Excellent written and verbal communication skills, including strong writing, editing, proofreading, and organizational abilities. Strong interpersonal skills with a highly professional demeanor and the ability to effectively interact with internal and external stakeholders. Ability to work both collaboratively and independently, exercising sound judgment and prioritizing competing responsibilities. Ability to handle sensitive situations, respond to concerns professionally, and assist in conflict resolution. Proficiency in Microsoft Office applications and the ability to learn and effectively utilize university systems and technology platforms. Budget review, reconciliation, and financial record‑keeping skills. Demonstrated ability to maintain confidentiality and appropriately handle sensitive information, records, and financial data. Flexibility and adaptability in responding to changing priorities, needs, and responsibilities. Knowledge of, commitment to, and ability to support the mission and values of Vanguard University. Preferred Skills More than 5 years of progressively responsible administrative support experience, preferably in higher education or a complex organizational environment. Experience supporting senior leaders, executives, or academic administrators. Experience with student information systems (SIS), learning management systems (LMS), or similar enterprise software platforms. Experience with budget planning, financial reporting, and administrative operations in a higher education setting. Familiarity with academic administration, faculty processes, governance structures, or university operations. Salary This is a non‑exempt, full‑time, benefit‑eligible position. Expected Pay Range: $27.00 - $31.00 per hour. Placement within the salary range is commensurate upon education and experience. Vanguard University also offers a very competitive and generous benefits package. #J-18808-Ljbffr