Administrative Coordinator

University of Dayton Research Institute; Dayton (OH); On-site; USD 55,000 - 70,000; Full time

Job summary

University of Dayton Research Institute (UDRI) is seeking an Administrative Coordinator to serve as the primary POC for the Digital & Systems Engineering sector at WPAFB. The role supports onboarding/offboarding, CAC issuance/renewals, and access to base accounts, helping employees navigate complex processes to obtain required access.

The position collaborates with the UDRI security team to coordinate on-base processing, manage signatures, and communicate with government personnel, ensuring

Qualifications

• 3+ years of administrative or office coordination experience.
• Ability to manage multiple priorities and track actions.
• Excellent written and verbal communication with government personnel.
• Ability to work on base with minimal supervision.
• U.S. citizenship required.

Responsibilities

• Serve as the primary POC for the Digital & Systems Engineering sector providing on-base administrative support.
• Support onboarding and offboarding processes, CAC issuance and renewals, and access to base-specific accounts and systems.
• Coordinate required signatures and communications with government personnel, security offices, and help desks to ensure processing is complete.
• Track multiple requests through completion and maintain professional relationships with on-base personnel.
• Coordinate on-base events, marketing materials, and conference room scheduling; act as administrative liaison for base personnel.

Skills

Strong communication

Relationship-building

Office coordination

Education

Bachelor's Degree

Bachelor's degree in business or related field

Tools

Microsoft Office

Teams

Outlook

Job description

Position Summary

Be the Connection That Keeps Our Mission Moving! UDRI invites qualified applicants to apply for our Administrative Coordinator opening.

This position serves as the primary POC for the Digital & Systems Engineering sector providing on-base administrative support at WPAFB. This includes supporting onboarding and offboarding processes, CAC issuance and renewals, and access to base-specific accounts and systems. This individual will become familiar with complex and frequently changing base-processing requirements and help employees navigate the steps necessary to obtain and maintain required access.

This position will work closely with the UDRI security team to coordinate and facilitate on-base processing. This includes coordinating required signatures, communicating with government personnel, security offices, and help desks, following up on outstanding actions to ensure processing is complete. The role requires a persistent, in-person presence, strong relationship-building skills, and the ability to track multiple requests through completion.

The position will also support on-base events, lunch and learns, and visits; coordinate marketing materials; serve as an administrative liaison for on-base personnel; and schedule conference rooms and other logistical needs for sector staff.

This position will include other administrative duties as assigned by the supervisor.

Minimum Qualifications

• Bachelors Degree
• 3+ years of administrative, office coordination, or related experience, preferably in a gov’t, military, higher education, or other highly regulated environment.
• Ability to manage multiple, changing priorities; maintain accurate records; track outstanding actions; and follow up to ensure tasks are completed.
• Strong written and verbal communication skills, with the ability to communicate professionally with gov’t personnel, employees, and leadership.
• Ability to establish and maintain professional relationships with a variety of stakeholders and serve as a reliable, in-person POC.
• Ability to navigate complex or changing processes, identify barriers, and persistently follow up with appropriate individuals to resolve issues.
• Proficiency with Microsoft Office, Teams, Outlook, and other administrative tracking or collaboration tools.
• Ability to work on base as required with minimal supervision.
• Ability to handle sensitive employee and organizational information with discretion.
• Due to the requirements of our research contracts with the U.S. federal government, candidates for this position must be a U.S. citizen.

Preferred Qualifications

While not everyone may possess all of the preferred qualifications, the ideal candidate will bring many of the following:

• Bachelor’s degree in business or related field
• Prior Base or Government Processing Experience
• CAC and Account Access Experience
• Prior experience working in a government, military, defense contractor, or other security-conscious environment
• Event planning experience
• Marketing and communications support
• Experience supporting a federal contractor, research organization, or organization supporting government funded research
• Experience with Runway and/or CostPoint

Special Instructions To Applicants

Applicants must be currently authorized to work in the United States on a full-time basis. The University does not provide work visa sponsorship for this position.

Closing Statement

Informed by its Catholic and Marianist mission, the University is committed to the dignity of every human being. Informed by this commitment, we seek to increase diversity in all of its forms, achieve fair outcomes, and model inclusion across our campus community. The University is committed to policies of affirmative action designed to increase the employment opportunities of individuals with disabilities and protected veterans in compliance with the Rehabilitation Act of 1973 and Vietnam Era Veterans' Readjustment Assistance Act of 1973.