Administrative Coordinator

Job DescriptionPosition Title: Administrative CoordinatorDivision: Academic AffairsReports To: Office of the Provost / Vice President for Academic AffairsClassification: Staff | Full-Time (Non-Exempt)Band: 2 – CoordinatorPosition SummaryThe Administrative Coordinator provides comprehensive administrative, operational, and project support to the Provost and Vice President for Academic Affairs and serves as administrative coordinating support for the broader Division of Academic Affairs at Wiley University. Reporting directly to the Provost, the Administrative Coordinator is the primary operational anchor for the Office of the Provost, managing the Provost's calendar and correspondence, coordinating across academic departments and divisional units, supporting institutional initiatives, and ensuring that the day-to-day operations of the Division of Academic Affairs proceed with precision, professionalism, and discretion.The Administrative Coordinator also provides direct administrative support to the Executive Ph.D. in Business Administration, including doctoral cohort scheduling, student communications, dissertation milestone tracking, residency intensive coordination, and accreditation evidence file maintenance.Key ResponsibilitiesA. Executive Support to the ProvostManage the Provost's calendar, including meeting scheduling, conflict resolution, and preparation of daily and weekly briefingsTriage incoming correspondence by email, telephone, and in person, drafting responses or routing inquiries to the appropriate party with appropriate framingPrepare meeting materials, agendas, and follow-up summaries for Provost-led meetings, including the Academic Affairs Leadership Team, the Council of Chairs and Program Directors, and ad hoc committeesCoordinate Provost travel, including itineraries, transportation, lodging, and expense reconciliationMaintain confidential files, records, and documentation for the Office of the Provost in accordance with institutional records policy and applicable regulations, including FERPA and personnel confidentiality requirementsB. Administrative Coordination for the Division of Academic AffairsServe as a primary point of contact for assistant provosts, department chairs, program directors, faculty, and staff seeking access to or information from the Office of the ProvostCoordinate divisional operations, including faculty meetings, leadership retreats, town halls, and divisional eventsMaintain divisional documentation, including organizational charts, policies, position descriptions, and standard operating proceduresSupport the preparation of Board of Trustees materials, Academic Affairs Committee agendas, presidential briefings, and committee reportsCoordinate logistics for institutional events under the Provost's portfolio, including Honors Convocation, Senior Thesis Exhibition, Research and Career Symposium, Baccalaureate, and CommencementC. Project and Initiative SupportProvide administrative support to active institutional initiatives, including SACSCOC compliance work, the iWiley Digital Learning Initiative, the Senior Thesis Initiative, faculty development programming, and the Henry Cecil McBay Center for Teaching and Learning ExcellenceTrack action items, deadlines, and deliverables across multiple concurrent initiatives, surfacing risks and follow-ups to the Provost on a regular cadenceAssist in the preparation, formatting, and proofing of branded documents, presentations, and reports produced by the Office of the ProvostD. Communications and Stakeholder CoordinationDraft and route routine communications on behalf of the Office of the Provost, ensuring tone, accuracy, and brand consistencyManage distribution lists for Academic Affairs constituencies, including faculty, department chairs, and graduate program directorsSupport internal coordination with the Office of the President, the Office of the Registrar, Student Affairs, Institutional Research, and other divisional partnersE. Records, Documentation, and Compliance SupportMaintain records appropriate for accreditation, audit, and institutional effectiveness review in audit-ready conditionSupport preparation of materials for accreditation reviewers, accreditation visits, and substantive change documentationHandle sensitive student, faculty, and personnel matters with the highest level of discretionExecutive Ph.D. in Business Administration Program SupportThe following duties are performed in coordination with the Assistant Provost for Academic Administration and the program's concentration leads, while continuing to report to the Provost.F. Doctoral Cohort Scheduling and Curriculum LogisticsSupport term-by-term scheduling for all three concentrations: Artificial Intelligence, Data Science and Business Innovation; Entrepreneurship; and Faith-Based AdministrationMaintain the doctoral program academic calendar, including residency intensives, comprehensive examinations, and dissertation defense windowsG. Doctoral Student Communications and OnboardingCoordinate new cohort onboarding logistics, including orientation, welcome communications, and technology provisioningMaintain doctoral cohort communication channels and ensure timely, professional dissemination of program informationH. Dissertation Milestone Tracking and Defense CoordinationMaintain a master tracking system for each doctoral student's progress through coursework, candidacy, dissertation proposal, IRB approval, and dissertation defenseCoordinate dissertation committee formation paperwork, defense scheduling, and post-defense documentation in collaboration with dissertation chairsI. Residency Intensive LogisticsCoordinate residency intensive logistics, including travel, lodging, materials preparation, and on-site supportSupport faculty and external speakers with travel reimbursements, honoraria processing, and event-day logisticsJ. Doctoral Program Documentation and SACSCOC EvidenceMaintain accreditation and DOE-compliant student records, milestone certifications, and program of study documentationMaintain the doctoral program's documentation repository in audit-ready condition for substantive change monitoringK. Other DutiesPerform other duties as assigned by the Provost in support of the Office of the Provost, the Division of Academic Affairs, and the Executive Ph.D. in Business AdministrationMinimum QualificationsBachelor's degree from a regionally accredited institution; concentration in business, management, education, or a related field preferred. Masters/Terminal Degree preferred.Demonstrated academic excellence and evidence of leadership, initiative, and the ability to manage multiple responsibilities concurrentlyProficiency with Microsoft Office, including Word, Excel, PowerPoint, and Outlook, as well as learning management systems and standard office productivity toolsStrong written and verbal communication skills appropriate to a senior executive office, faculty audiences, and external stakeholdersDemonstrated ability to handle confidential information with discretion and judgmentPreferred QualificationsFamiliarity with Commission on Colleges and Universities accreditation standards or other regional accreditation frameworksExperience supporting executive offices, academic affairs, or graduate programs in administrative or operational capacitiesProject management coursework, certification, or demonstrated competencyIV. Key CompetenciesDiscretion and Confidentiality: Handles sensitive student, faculty, personnel, and institutional information with the highest level of professionalismInitiative: Anticipates needs, proactively identifies issues, and proposes solutions before problems escalateThoroughness: Completes work with attention to detail, accuracy, and completeness; closes loops on every assigned taskCommunication: Writes and speaks with clarity, professionalism, and audience awareness, including with senior faculty, executive leadership, and external stakeholdersOrganizational Acumen: Manages multiple deadlines, calendars, and stakeholders simultaneously without loss of accuracyProfessional Judgment: Knows what to handle independently, what to escalate, and how to do both with appropriate framingService Orientation: Treats every internal and external constituent, including students, faculty, staff, trustees, donors, and accreditors, as a valued stakeholder of the institutionV. Working ConditionsThis is a full-time, on-campus position based at Wiley University in Marshall, Texas. Standard working hours are Monday through Friday, 8:00 a.m. to 5:00 p.m., with periodic evening and weekend responsibilities required during institutional events, residency intensives, accreditation visits, dissertation defenses, and Commencement weekend. Limited travel may be required to support divisional, doctoral program, or recruitment activities.VI. Compensation and AppointmentCompensation is commensurate with qualifications, experience, and institutional equity, consistent with Wiley University's established compensation structures and institutional practices. This is a full-time, exempt staff appointment governed by the policies of the Wiley University Employee Handbook. Employment is contingent upon successful completion of a background check and verification of credentials. #J-18808-Ljbffr