Administrative Coordinator

East Central University; Ada (OK); On-site; USD 40,000 - 52,000; Full time

Job summary

East Central University is seeking an Administrative Coordinator to provide high-level administrative support to the Executive Vice President for Administration and Finance. The role emphasizes calendar management, invoice processing, contract file organization, travel coordination, and financial documentation.

Ideal candidates will have strong organizational skills, discretion with confidential information, and excellent written and verbal communication.

Qualifications

• Associate degree with 5-7 years of related experience
• Bachelor's degree with 3-5 years of experience preferred

Responsibilities

• Maintain and manage executive calendar and coordinate complex scheduling requirements.
• Process and track invoices ensuring timely payment and accurate record-keeping.
• Organize and maintain contract files including amendments and related documentation.
• Coordinate travel arrangements and prepare associated documentation.
• Create and modify spreadsheets for various administrative and financial projects.
• Prepare meeting materials and document meeting outcomes.
• Other duties as assigned by Supervisor or designee.

Skills

Executive admin support

Calendar management

Microsoft Office proficiency

Confidentiality

Communication skills

Multi-tasking

Professionalism

Ethical conduct

courteous communication

Education

Associate degree with 5-7 years related experience

Bachelor's degree with 3-5 years experience preferred

Tools

Microsoft Excel

Invoice processing

Document management systems

Job description

FLSA Status: Non-Exempt Grade: 7

Position Summary

The Administrative Coordinator provides high-level administrative support to the Executive Vice President for Administration and Finance through meeting coordination, document management, and financial processing activities.

Essential Job Duties

• Maintain and manage executive calendar and coordinate complex scheduling requirements.
• Process and track invoices ensuring timely payment and accurate record-keeping.
• Organize and maintain contract files including amendments and related documentation.
• Coordinate travel arrangements and prepare associated documentation.
• Create and modify spreadsheets for various administrative and financial projects.
• Prepare meeting materials and document meeting outcomes.
• Other duties as assigned by Supervisor or designee.

Omission of specific statement of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

Qualifications

• Associate degree with 5-7 years of related experience
• Bachelor's degree with 3-5 years of experience preferred

Licenses/Certifications

• None

Knowledge, Skills, and Abilities

• Strong organizational skills with exceptional attention to detail and ability to manage multiple priorities
• Advanced proficiency in Microsoft Office applications with emphasis on spreadsheet management
• Demonstrated ability to handle confidential information with discretion and professionalism
• Strong written and verbal communication skills with ability to interact effectively at all organizational levels
• Thorough understanding of administrative processes, financial procedures, and office operations
• Knowledge of business etiquette and protocol
• Must have a strong work ethic and lead by example
• Must be a professional, credible and respected representative of the institution internally and in the community
• Demonstrated willingness and ability to act ethically and socially responsible
• Ability to communicate in a courteous manner

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job.

Constantly required to remain in a seated position for extended periods

Frequently required to communicate effectively with diverse populations

Regularly performs tasks that involve repetitive wrist and finger movement

Regularly operates a computer and other standard office equipment

Occasionally required to move about the office and similar spaces

Occasionally required to move objects weighing up to 10 pounds

Work Environment

The work environment characteristics described here are representative of those an employee encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The work is performed in a typical office setting with moderate noise levels from conversations, and standard office equipment.

Supervisory Responsibility

None

East Central University, in compliance with all applicable Federal and State laws and regulations, does not discriminate on the basis of race, color, national origin, sex, age, religion, disability, marital status, genetic information, or status as a veteran in any of its policies, practices, or procedures. This includes but is not limited to admission, employment, financial aid, and educational services. The following person has been designated to handle inquiries regarding the non-discrimination policies: Employment Services Director, 1100 E. 14th St., Danley Hall 111, Ada, OK 74820,[phone].

Please ensure you have completed the Equal Opportunity Data Form with your application. https://www.ecok.edu/employment-services/equal_opportunity_data_form_accessible.pdf