Administrative Coordinator

University of Minnesota; Minneapolis (MN); On-site; USD 43,000 - 52,000; Full time

Benefits offered by this job

Comprehensive benefits package

Remote Fridays (occasional)

Job summary

The Office of the President at the University of Minnesota seeks an Administrative Coordinator to support high-level initiatives, manage complex scheduling, and oversee executive operations in a fast-paced environment on campus. Reporting to the Chief of Staff, you will collaborate across the University to advance the mission.

This role emphasizes meticulous administrative work, policy liaison tasks, event planning, and cross-unit collaboration, with occasional remote Fridays and primary on-site

Qualifications

• BA/BS degree plus two years of relevant full-time experience, or an equivalent combination of education and experience to total six years.
• Proficiency with MS Office Suite, Google Suite, and Zoom, with strong database and electronic calendaring skills.
• Exceptional written and verbal communication skills, with precision in professional correspondence.
• Demonstrated discretion in handling confidential information.
• Proven success in fast-paced, deadline-driven environments with high accuracy.
• Strong organizational and project management skills, with the ability to manage multiple priorities.
• Ability to work independently and collaboratively with a high degree of self-direction.
• Experience planning and executing logistics for high-profile meetings and events.

Responsibilities

• Draft, author, and synthesize executive correspondence, briefing dossiers, and confidential reports.
• Direct the lifecycle of presidential administrative policies and delegations; ensure compliance and tracking.
• Manage policy review cycles and compliance with senate committees.
• Serve as admin super-user for the executive CRM and office workflow platforms; track engagement.
• Create, standardize, and maintain unit SOPs across Office of the President platforms.
• Executive Talent Management: manage logistics for senior leadership searches and onboarding.
• Coordinate briefing schedules and administrative readiness for new executives.
• Oversee annual performance review cycles for Cabinet members and direct reports.
• Supervise front-office staff and provide onboarding and training; cover gaps when needed.
• Evaluate operational improvements; apply change management and AI-driven tools where appropriate.
• Lead facilities and space management, security protocols, asset inventory, and vendor contracts.
• Manage complex scheduling, inter-department coordination, and high-priority constituent issues.
• Plan and execute executive meetings, hostings, and dignitary visits; manage VIP logistics.
• Drive process efficiency; oversee travel, reimbursements, and memberships; ensure policy compliance.
• Cultivate relationships with the Board of Regents, Vice Presidents, Deans, and partners.

Skills

MS Office Suite

Google Suite

Zoom

Written & verbal communication

Discretion with confidential info

Organizational & project management

Logistics planning for meetings/events

Education

BA/BS degree

Job description

Please note, this position is not eligible for H-1B or Green Card sponsorship. This position does not offer a STEM OPT training program.

Administrative Coordinator
The Office of the President at the University of Minnesota is seeking a highly organized and resourceful Administrative Coordinator to join our team. This is an exciting opportunity for a motivated professional to play a vital role in the day-to-day operations of a fast-paced executive office, supporting high-level initiatives, projects, and committees that help advance the University’s mission. Reporting to the Chief of Staff, the Administrative Coordinator will work closely with a collaborative team and partners within the office and across the University, gaining valuable exposure to executive-level operations and the opportunity to make a meaningful impact every day.

Key Responsibilities

Strategic Administrative Support (40%)

High Level Administrative Support of Senior Staff & Correspondence: Independently draft, author, and synthesize complex executive correspondence, briefing dossiers, campus-wide announcements, and confidential reports. Direct the lifecycle of presidential administrative policies and formal Delegations of Authority. Ensure legal compliance alignment and institutional tracking systems for administrative delegations; audit and update delegation matrices.

Policy Liaison: Manage regular comprehensive review cycles for Board of Regents policies and administrative policies. Ensure compliance with review timelines and track consultation with appropriate University Senate and Faculty Senate committee.

Administrative Systems: Serve as the primary administrative super-user for the executive CRM system and office digital workflow platforms. Track, analyze, and manage engagement metrics, constituent inquiries, and follow-up pipelines. Create, standardize, and maintain unit-wide Standard Operating Procedures (SOPs) across Office of the President digital platforms.

• Executive Talent Management: Direct administrative logistics for senior leadership searches, serving as the primary operational liaison between search committees, search firms, and candidates to deliver a seamless search process and high-touch candidate experience. Design and execute structured onboarding and integration pathways for incoming executive leaders, coordinating strategic briefing schedules, stakeholder introductions, and administrative readiness to accelerate institutional alignment. Manage the annual performance review cycle for Cabinet members and presidential direct reports, maintaining strict confidentiality, and establishing evaluation timelines.

Executive Operations, Supervision and Facilities Management (35%)

Team Leadership & Supervision: Formally supervise front-office and reception personnel (hiring, performance management, workload assignment). Act as the senior administrative team lead for administrative staff across the unit, providing onboarding, ongoing training, and guidance on operational protocols and standards. Serve as primary cross-coverage support across operational roles during high-volume periods.

Operational Improvements & Recommendations: Evaluate, evolve, and implement systemic operational enhancements across the Office of the President and campus-wide administrative systems. Apply change management strategies to build consensus, mitigate operational risk, and secure buy-in across diverse stakeholder groups- including executive leadership, governance bodies, collegiate units, and external partners.

Facilities & RRC Lead: Serve as Facility Lead and Departmental Facility Representative. Direct physical space management, office security protocols, building keycard/access permissions, capital asset inventory, and vendor contracts.

Executive Scheduling, Constituency Relations & Event Management (25%)

Executive Level Calendar & Scheduling Management: Manage complex executive-level scheduling, coordinate with internal and external stakeholders, and oversee the President's office daily itinerary and logistical preparations for appointments and guests. Triage complex requests, coordinate inter-departmental initiatives, and ensure timely resolution of high-priority constituent issues.

Events & Meetings: Lead end-to-end planning and execution for executive meetings, presidential hostings, and dignitary visits. Oversee operations for the President's Football Suite, including credentialing, VIP ticketing matrices, security integration, catering, parking allocations, and game-day guest experience.

Operational Efficiency and Improvement: Establish, standardize, and continuously modernize unit workflows. Drive operational excellence by evaluating emerging administrative technologies and integrating AI-driven tools, automation, and best practices to streamline daily tasks, optimize constituent response times, and enhance operational accuracy.

Financial & Resource Management: Oversee executive financial processing—including travel logistics, reimbursements, institutional memberships, and vendor contracts via Chrome River and enterprise financial systems—ensuring strict policy compliance and continuous resource diligence.

• Relationship Management: Cultivate high-trust, collaborative relationships with the Board of Regents, Vice Presidents, Deans, state officials, and external partners. Serve as a key operational liaison, navigating complex organizational dynamics with sophistication and tactile diplomacy to align inter-departmental priorities and advance institutional initiatives.

There is a possibility of working from home on Fridays. The expectation is to primarily work on campus.

Qualifications

Required Qualifications

• BA/BS degree plus two years of relevant full-time experience, or an equivalent combination of education and experience to total six years.
• Proficiency with MS Office Suite, Google Suite, and Zoom, with strong database and electronic calendaring skills.
• Exceptional written and verbal communication skills, with precision in professional correspondence.
• Demonstrated discretion in handling confidential information.
• Proven success in fast-paced, deadline-driven environments with high accuracy.
• Strong organizational and project management skills, with the ability to manage multiple priorities.
• Ability to work independently and collaboratively with a high degree of self-direction.
• Experience planning and executing logistics for high-profile meetings and events.

Pay and Benefits

Pay Range: $31.25 - $38.46 per hour ($65,000 - $80,000 annually) depending on education/qualifications/experience

Time Appointment: 100% Appointment

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Excellent retirement plans with employer contribution
• Employee Assistance Program with eight sessions of counseling at no cost

While our salary ranges provide a framework, it is important to note that most of the
time, the initial pay may not reach the maximum of the range. This approach ensures
that compensation reflects the value and unique contributions of each candidate while
maintaining equity within our organization. As part of our commitment to fair and
equitable compensation, please be aware that the salary offered to incoming candidates
will be based on their individual credentials and experience.

Diversity

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Employment Requirements

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

About University of Minnesota

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by Forbes as a Best Employer for Company Culture (2026), Best Employer for Women (2023), and Best Employer by State (2022-2026). In 2026, we also received Culture Excellence & Industry Awards recognition for employee appreciation and work-life flexibility.