Sr. Administrative Assistant - Firelands

Administrative Coordinator

Under the general supervision of the Dean of BGSU Firelands, this position provides administrative coordination and operational support for the Dean's Office. The role is responsible for high-volume, detail-oriented processing of faculty personnel actions, including contracts, addenda, and related documentation, as well as coordination of academic operations, HR processes, and office workflow.

The position supports faculty affairs, academic operations, and institutional processes through document management, tracking, and communication, ensuring accuracy, timeliness, and alignment with University procedures.

Faculty Affairs Processing & Coordination (Core Function)

• Coordinate administrative processing of faculty personnel actions including adjunct, full-time, and summer contracts, addenda, overloads, and stipends
• Prepare, route, track, and file faculty contracts and related documentation using systems such as OnBase and Adobe Sign
• Maintain contract tracking spreadsheets and monitor completion of required approvals and signatures
• Assist in preparation and formatting of merit and promotion letters using established templates
• Maintain records of part-time faculty cumulative teaching hours and support pay determination processes
• Update enrollment data and assist in validation of contract-related compensation
• Support faculty hiring processes by collecting and organizing required documentation

Academic Operations & Compliance Support (Processing & Tracking)

• Maintain tracking systems and calendars for academic processes, including Faculty 180-related documentation and Evergreen timelines
• Prepare and process standardized letters (ERP/ARP/EPR/APR) and route for review and signature
• Track submission and completion of academic documentation and maintain organized records
• Coordinate preparation and distribution of committee lists, appointment letters, and election materials
• Compile and verify data for reporting requests

HR Processing & Employee Lifecycle Coordination

• Coordinate onboarding and offboarding documentation for faculty and staff
• Maintain and update personnel lists across employee groups
• Support administrative and classified staff evaluation processes, including tracking and routing documentation
• Prepare service award materials and coordinate with campus partners
• Maintain employee records and update listserv distributions

Event & Meeting Logistics Coordination

• Coordinate logistics for meetings and events including scheduling, room reservations, catering, and technology
• Prepare and process internal facility use applications
• Support coordination of institutional events such as Opening Day, Closing Day, Recognition, and Commencement
• Schedule recurring meetings including Leadership Council and Board meetings

Communications & Administrative Support

• Distribute communications on behalf of the Dean's Office, including newsletters and announcements
• Maintain calendars and event schedules
• Respond to phone, email, and in-person inquiries and route requests appropriately
• Maintain procedural documentation and distribute institutional communications

Financial & Administrative Processing

• Process purchase requisitions and route for approval
• Support stipend and addendum payment processing
• Maintain awareness of budget-related coding for administrative transactions

General Office Operations

• Support daily operations of the Dean's Office, including managing communications, visitors, and workflow coordination
• Assist in maintaining organized filing systems and document management practices

The list of essential duties, tasks, and responsibilities is not all-inclusive; individual will perform other duties as assigned.

Experience

• One to two years related experience required; must include progressive administrative experience

Education

• High school diploma or GED required

Preferred Qualifications

• Advanced proficiency in Microsoft Office Suite, particularly Excel for tracking and data organization
• Experience managing multiple calendars and scheduling using Outlook
• Experience with document management or workflow systems (e.g., On Base, Adobe Sign)
• Experience in application of organizational policies/procedures
• Maintain strict confidentiality of all sensitive information and materials.

Essential Competencies

• Strong organizational and time management skills
• High attention to detail and accuracy
• Ability to manage multiple processes and deadlines simultaneously
• Ability to follow established procedures and maintain accurate records
• Effective written and verbal communication skills
• Ability to apply numerical reasoning and written communication skills to support administrative processes, including tracking, verifying, and preparing accurate documentation
• Ability to work collaboratively across departments and interact effectively with faculty, staff, students, and the public
• Demonstrated proficiency in Microsoft Office applications (Word, Excel, Outlook) and administrative systems
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive information
• Ability to work effectively in a fast-paced, changing environment
• Ability to coordinate tasks and support workflow across multiple functional areas
• Ability to use document management systems (e.g., scanning, filing, electronic records)

Application Deadline

The search committee will review applications until the position is filled; however, for best consideration, applications should be provided by June 4, 2026.

Required Application Materials & Evaluation

• Experience must be fully documented on the official application.
• The application will be used to evaluate if candidates meet the minimum requirements for the position and for consideration when determining starting pay rate.
• Experience requirements are inclusive of relevant professional experience, or experience attained through relevant internships, co-ops, student employment positions, or graduate assistantships.

Uploads

• Required: Resume (for supplemental information only)
• Optional: Cover Letter

Essential Requirement: Work Authorization

BGSU does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term.