Administrative and Operations Coordinator

Job Description

The Opportunity

Embry-Riddle Aeronautical University (ERAU) seeks a dynamic, student-centered, and forward-thinking Administrative and Operations Coordinator to provide visionary leadership.

This is a professional role responsible for supporting the daily administrative and operational functions of the Student Support and Advising organization. This role involves a mix of administrative tasks, project coordination, and operational support to ensure smooth and efficient operations. This individual will provide support to the Assistant Dean of Student Support and Advising, and indirect support to the Associate Directors of Academic Advising and Associate Director of Integrated Student Services. Directly responsible for handling logistics and event planning for the Daytona Beach Academic Advising and Integrated Student Services teams. This position has authority to manage the budgets under the Assistant Dean and assists with purchase orders as well as reconciling budgets monthly. Accountable for adherence to all university issued guidelines and is responsible for professional interaction with partner offices and university stakeholders.

The Administrative and Operations Coordinator position plays a critical role in supporting and enhancing the overall efficiency of office operations. This position will support a team of over 30 individuals where strong organizational skills will be critical. The individual must be a team player with a strong commitment to service and the successful individual must be highly detail oriented, able to handle confidential matters, have a positive and outgoing personality, and be able to handle multiple tasks and competing priorities throughout the year.

Essential Job Functions, Duties, or Accountabilities:

Administrative Support:

• Skilled in the use of various systems, such as Workday, Outlook, Campus Solutions, Salesforce, Sharepoint, and Imaging to perform daily tasks
• Supports Academic Advising Staff on a daily basis using Salesforce case management
• Responsible for monitoring Salesforce dashboards and reporting trends and activities for all 30+ members of the SSA department
• Compiles monthly reports and prepares data regarding Advising and Integrated Student Services activities for distribution to leadership
• Maintains scheduling needs for Assistant Dean, Associate Directors, and staff
• Coordinates staff and department meeting locations and prepares and distributes meeting minutes
• Directly supports the coordination and execution of Department retreats and training sessions
• Takes the appropriate actions in response to matters assigned by Department Leadership
• Meticulously monitors and maintains departmental distribution lists, general contact lists, and emergency contact lists via Sharepoint
• Monitors the departmental calendar via Outlook to ensure personnel coverage as well as monitoring personal leave submittal

• Serves as the department HR liaison and is responsible for scheduling interviews and coordinating on-boarding efforts and gathering materials and supplies for new hires
• Supports scheduling needs and makes scheduling arrangements as an authorized outlook calendar delegate

Operations and Project Management:

• Coordinates office activities and operations to secure efficiency and compliance with company policies
• Oversees facility management, including maintenance and cleaning services
• Serves as a liaison with vendors, suppliers, and contractors
• Responsible for directly supporting the planning and execution of projects
• Tracks the progress and deadlines of all department projects
• Coordinates with various departments to ensure project milestones are met
• Prepares project documentation and status reports
• Coordinates department events and activities including but not limited to:
• Preview Day
• Family Weekend
• Open House
• Fall, Spring, and Summer Orientation

Budget and Travel Support:

• Manages budget preparation and expense tracking through Workday
• Processes all purchases, travel, and p-card transactions for/by the department leadership
• Compiles, submits, and tracks expense reports for all members of the SSA leadership team
• Orders and tracks of departmental supplies and inventories
• Monitors departmental budgets and spending and provides monthly updates to Assistant Dean
• Schedules and coordinates all travel arrangements including university travel, training and staff professional development
• Manages and maintains all office supplies and ensures appropriate inventory is available
• Coordinates with IT for all departmental computer equipment purchases and needs

About us

For over 100 years, Embry-Riddle has been the world's leading aviation and aerospace university, educating more than 30,000 students across residential campuses in Daytona Beach, Florida, and Prescott, Arizona, as well as through a global network of Worldwide locations and online programs. With more than 165,000 alumni around the world, our impact reaches every corner of the aerospace, aviation, defense and technology industries.

Today, our faculty, researchers and professional staff are advancing innovation across aviation, space, artificial intelligence, cybersecurity, autonomous systems and next-generation engineering. Working alongside industry leaders, government agencies and innovators, they are solving real-world challenges and shaping the technologies that will define tomorrow.

Whether you are an educator, researcher, administrator, technologist or industry professional, your work at Embry-Riddle will contribute to something bigger than a job. Join a community driven by discovery, purpose and excellence—and help shape the future of aerospace.

• Generous Time Off: Enjoy up to 18 days of paid leave in your first year, including 3 days granted upon hire and 15 days accrued throughout the year. You'll also receive 9+ paid holidays, including the day after Thanksgiving and the week between Christmas Eve and New Year's Day.

• Tuition Coverage: Get 100% tuition coverage for yourself for one undergraduate and one graduate degree, and discounted rates for your spouse and dependent children up to age 26.

• Retirement Contributions: ERAU contributes 6% of your base salary to your retirement plan and offers a 4% matching contribution – with no vesting period.

• Personal Leave: Relax with 15 days of personal leave for non-exempt employees or 18 days for exempt full-time employees in your first year.

Compensation

The annual salary range for this role is up to $43,888. The final offer will be based on the candidate’s skills, qualifications, and experience, as well as applicable state regulations, internal equity, and business needs, and may fall outside of the stated range.

Qualifications

Qualifications

• Associate's degree or completion of program of 18+ months after high school.
• 3-5 years of work related experience

To submit your application for this opportunity, please visit the Embry-Riddle Career Site and search for requisition number R311872. Please attach all relevant materials to your application when you apply online. Complete submissions include:

• Cover letter

• Resume

• Contact information for at least three professional references (please note that references may be contacted as part of the interview/screening process)

Current Embry-Riddle employees: Please apply directly through the ERAU Employee Hub Central application within Workday.

Embry-Riddle is committed to fostering a workplace where all individuals are valued and respected. We strive to ensure that all faculty, staff, and students are treated fairly and provided equal opportunities for employment, advancement, compensation, training, and other benefits of employment. Embry-Riddle makes employment decisions — including hiring, promotions, compensation, and other terms of employment — based on individual merit, qualifications, and abilities. Embry-Riddle is strongly opposed to discrimination and harassment, and such behavior is prohibited by university policy. Embry-Riddle does not discriminate on the basis of race, color, national origin, sex, disability, veteran status, predisposing genetic characteristics, age, religion, or pregnancy status, or any other status protected by federal, state, or local law, in its employment, educational programs, admissions policies, financial aid, or other school-administered programs or activities. For further information, please visit our website.

Embry-Riddle is not seeking assistance from staffing or recruitment agencies. All agencies are directed to contact View email address on aiapply.co and should not reach out to hiring managers or staff.