Administrative Coordinator, Office of the President and Academic Affairs

The Administrative Specialist for the Office of the President & Academic Affairs provides professional administrative, operational, and event coordination support for the President's Office, Board of Trustees, and Academic Affairs. This highly visible role manages complex logistics, presidential travel, special events, office operations, and Hawthorne House activities while supporting key university initiatives. The successful candidate is organized, proactive, customer-focused, and able to handle sensitive information with professionalism, sound judgment, and discretion. Position Schedule 2026-2027: Last working day June 13, 2027 2027-2028: August 23, 2027 to June 18, 2028 2028-2029: August 21, 2028 to June 17, 2029 Administrative Support | 75% Provides advanced, confidential administrative support to the Executive Assistant to the President and Board of Trustees in all aspects of executive-level operations. Assists with the preparation of President’s Cabinet materials, University Council materials, board materials, governance documents, agendas, and other sensitive documents. Oversees event logistics for Board of Trustees meetings, including room reservations, catering and dietary needs, coordination with campus partners, managing RSVPs, name tags, meeting setup, and related arrangements. Coordinates all aspects of the President’s travel, including researching and booking flights, hotels, car rentals, and conference registrations; assisting the President’s spouse with travel logistics; managing donated travel vouchers from the Independent Colleges of Washington; and processing expense reports and reimbursement requests. Maintains the university’s historical presidential and governance records, including board materials, historical trustee files, and presidential correspondence. Maintains and updates current President’s Office procedures and other operational manuals. Designs and implements a variety of forms for the board of trustees’ events through Qualtrics survey software. Performs a range of administrative functions, including managing correspondence, processing confidential documents, opening and distributing mail, tracking records, and maintaining organized office files. Provides high-level executive support to the President and Board of Trustees in the absence of the Executive Assistant. Provides administrative and operational support for Academic Affairs, including managing invoices and deposits, maintaining spreadsheets and tracking systems, coordinating confidential records and documentation, preparing meeting materials and minutes, and ensuring the accuracy and organization of institutional information. Provides continuity of support for the Office of Academic Affairs during the absence of the Executive Assistant to the Provost or the Academic Affairs Services Manager. Events Coordination | 15% Coordinates events hosted by the Office of the President, including receptions, meetings, book clubs, Taco Tuesdays, and special gatherings. Oversees all operations and event readiness for Hawthorne House, including coordinating housekeeping, landscaping, security, maintenance requests, scheduling events and occasional overnight guests, and managing logistics around the President’s schedule. Works closely with campus partners to ensure seamless event execution, hospitality, and operational support. Supports Commencement Weekend logistics and other special university events as needed. Office Operations, Building Coordination & Front-of-Office Support | 5% Manages daily operations of the Office of the President, including budgeting support, invoicing, supply management, building needs, and oversight of office resources. Serves as a welcoming presence for the office, greeting visitors, supporting guests, and setting a professional tone for all interactions. Responds to inquiries with discretion and professionalism, including handling sensitive or confidential information by phone, via email, or in person. Submits and tracks work orders and coordinates with campus service partners on facility needs. Other | 5% Supervises studentworkers. Performs notarial duties for staff, faculty, and students as needed. Other duties as assigned. Job Requirements Whitworth considers candidates with a wide range of educational backgrounds. We value the skills and knowledge candidates bring to Whitworth, regardless of the paths they have taken to acquire them. Three years of related work experience or equivalent education and experience in a confidential, service-oriented environment. Personal commitment to the Christian faith and integration of faith and learning. Commitment to Whitworth University’s educational mission as a Christian liberal arts university. Core Competencies Strong organizational and time management skills to manage multiple projects and priorities, with flexibility to adapt to shifting demands from the President or Executive Assistant to the President and Board of Trustees. Builds trust and collaborates effectively with faculty, staff, and leadership across the university through transparent communication and partnership. Demonstrates courtesy, tact, discretion, and sound judgment in extensive public and internal interactions. Excellent verbal and written communication skills to produce professional, clear, and effective correspondence and documents. Applies critical thinking and logical decision-making to evaluate situations, prioritize work, solve problems, and make independent judgments. Ability to work both independently and collaboratively under direction. Advanced proficiency with Microsoft Word, Excel, Outlook, PowerPoint, SharePoint, and Adobe Acrobat; able to quickly learn new software and tools as needed. Maintains strict confidentiality in handling sensitive and privileged information. Demonstrates professionalism, initiative, and willingness to assume new tasks and responsibilities, including complex event coordination and executive support functions. Preferred Associate's degree. Schedule Full-time (.83 FTE) | 10 months | 40 hours per week Whitworth office hours are 8 AM to 4:30 PM Monday–Friday.This is a 10-month ongoing appointment. The position will follow these schedules: 2026-2027: Last working day June 13, 2027 2027-2028: August 23, 2027 to June 18, 2028 2028-2029: August 21, 2028 to June 17, 2029 Whitworth University is a Christian liberal arts university. Our shared mission is to provide our diverse students with an education of mind and heart, equipping them to honor God, follow Christ, and serve humanity. We seek candidates who are willing to engage with the university’s mission and integrate their Christian faith into their work. Applicants must be legally authorized to work in the United States at the time of hire and maintain valid work authorization throughout the duration of employment, including those on OPT. Whitworth University does not offer visa sponsorship for this position. #J-18808-Ljbffr