Administrative Coordinator - Our Lady of the Lake University

Job Description Job Summary: Under limited supervision, provides high-level administrative support to the Vice President for Student Affairs (VPSA) and the Assistant Vice President for Student Affairs & Dean of Students (AVP). The Administrative Coordinator delivers advanced administrative, operational, and program coordination support for the Division of Student Affairs. Responsibilities include managing daily operations of the Office of Student Affairs; coordinating and maintaining confidential student records and administrative processes; supervising student employees; supporting divisional communications and reporting; managing the division's social media accounts; and coordinating logistics for Student Affairs programs and events. This position requires strong judgment, confidentiality, professionalism, organizational skill, attention to detail, and the ability to manage multiple priorities in a fast-paced, student-centered environment. Reports to the Vice President for Student Affairs. Performance Metrics Communication & Community Member Relations: Responds to internal and external communications within 1-2 business days and maintain positive, professional relationships with students, families, staff, faculty, vendors, and campus partners. Administrative Coordination & Operations: Completes recurring administrative processes (meeting and event logistics, purchasing, office workflows, flyer approvals, appointment scheduling) accurately, on time, and with minimal oversight. Student Employee Supervision & Development: Recruits, trains, and evaluates student employees each semester with documented expectations, feedback, and ongoing support. Confidentiality, Professionalism, & Judgement: Maintains discretion and confidentiality in all student, financial, personnel, and divisional matters; zero incidents of confidentiality breaches; positive performance feedback on discretion and professionalism. Provides primary executive level administrative support to the Vice President for Student Affairs (VPSA); provides clerical, logistical, operational, and administrative support to the VPSA and Assistant Vice President for Student Affairs & Dean of Students (AVP). Coordinates daily operations for the Office of Student Affairs, including greeting visitors, responding to inquiries, maintaining files, arranging meetings, distributing agendas, managing appointments, reserving rooms, creating calendar reservations, preparing correspondence, and supporting office workflows. Coordinates logistics and administrative planning for Student Affairs-hosted programs and events, including Welcome Week, Futuro Leadership Scholar events, end-of-semester student support initiatives, divisional meetings, and other assigned programs. Supervises, schedules, trains, and evaluates the student employees who work in the Office of Student Affairs and the Main Building Welcome Desk. Coordinates the operation and communications of the OLLU Welcome Desk in the Main Building and ensures upkeep of the Renaissance Parlor and related student-facing spaces. Serves as a resource person for student, family, staff, faculty, and visitor questions or concerns, and makes appropriate referrals to Student Affairs staff and campus partners. Maintains confidential student records, reports, and related correspondence in accordance with university policies and applicable confidentiality expectations. Coordinates campus posting approval and maintenance; enforces guidelines and procedures in accordance with university posting policies; works directly with the VPSA for any policy changes related to this. Provides administrative support for the Futuro Leadership Scholars program, including maintaining program records, tracking student participation, organizing program documents, and supporting communication with scholars. Supports Student Affairs coordination and hospitality efforts for graduation day activities. Manages the Division of Student Affairs social media account, including developing, scheduling, posting, and monitoring content that promotes divisional programs, student resources, deadlines, events, and engagement opportunities. Supports updates to the Division's website, SharePoint site, and other digital communication platforms to ensure information remains accurate, timely, and aligned with divisional priorities. Creates purchase orders or payment vouchers; organizes receipts and tracks expenses; orders supplies and staff name tags for the Division of Student Affairs; supports budget documentation for the Office of Student Affairs. Develops and maintains standard operating procedures, process guides, tracking systems, spreadsheets, and reports to support divisional efficiency and continuity. Notices operational issues, resolves concerns within established authority, and makes recommendations to the VPSA or AVP as appropriate. Promotes and role models high-quality customer service, professionalism, confidentiality, integrity, and positive work environment across the Division; promotes a positive work environment and ensures student employees do the same. Other duties as assigned by the VPSA and AVP. Additional Responsibilities Participates in campus committees and event support, as assigned by VPSA; provides some logistical and hospitality support to Lake Day Orientations and Blue Nation Welcome. Serves as an application reviewer for the Caritas Student Emergency Fund program and assists with distribution, documentation, and tracking of checks. Supports parent/family communication efforts, including updating and maintaining the family website and related resources. Records minutes of staff meetings, Board of Trustees committee meetings, council meetings, and other meetings as requested. Coordinates the meal card assistance program, as budget allows. Coordinates student access and upkeep of the student veteran's lounge. Requirements Knowledge, Skills and Abilities: Strong organizational skills and ability to have attention to detail and keep excellent records. Ability to handle and manage multiple priorities effectively and efficiently; ability to focus and perform under pressure; ability to track and follow-up on needed items. Ability to exercise sound judgment, tact, discretion, and professionalism when working with students, employees, vendors, and campus partners. Excellent verbal, written, and interpersonal communication skills, including the ability to prepare professional correspondence, meeting notes, reports, and process documentation. Strong customer service skills and the ability to support a welcoming, student-centered office environment. Ability to communicate and interact with other employees and constituencies in a friendly and courteous manner. Ability to function independently while also working as a member of the Division of Student Affairs team. Excellent analytical problem solving skills. Proficient in Windows based Microsoft Office 365 programs, such as Word, Excel, Outlook, and PowerPoint. Ability to learn and use university and student information systems such as Colleague, Self‑Service Advising and E‑Procurement, and Canva. Sufficient mobility to make deliveries to and from other buildings on campus. Ability to maintain strict confidentiality when handling student records, financial information, and sensitive divisional matters. Education and Experience Requirements: Bachelor's degree required. Two years of experience in office management, administrative coordination, student services, higher education, nonprofit administration, or a related setting required. Must have a valid driver's license and a good driving record. Additional Information Employment with Our Lady of the Lake University is contingent upon the applicant undergoing a background investigation. OLLU seeks to attract, develop and retain the highest quality faculty, staff and administrators. The University is committed to diversity and strongly encourages applications from women and minorities. EOE Our Lady of the Lake University uses E‑Verify to confirm the employment eligibility of all newly hired employees. To learn more about E‑Verify, including your rights and responsibilities, please visit #J-18808-Ljbffr