Administrative Coordinator

University of Minnesota; Saint Paul (MN); Hybrid; USD 70,000 - 85,000; Full time

Benefits offered by this job

Competitive wages and time off

Tuition benefits and professional培训

Health and retirement plans

PSLF opportunity

Job summary

The Office of the President at the University of Minnesota seeks an Administrative Coordinator to support high‑level initiatives, projects, and committees. You will aid executive operations, scheduling, and relationship management in a fast‑paced environment.

Reporting to the Chief of Staff, you will lead administrative systems, onboarding, and policy stewardship while collaborating across units. This 100% appointment role offers hybrid work with occasional remote Fridays.

Qualifications

• BA/BS degree plus four years of relevant full‑time experience, or an equivalent combination of education and experience to total eight 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

• Strategic Administrative Support: draft, author, and synthesize executive correspondence and briefing materials; manage delegations and policy review cycles.
• Administrative Systems: serve as the primary admin super‑user for the executive CRM and digital workflows; maintain SOPs.
• Executive Talent Management: coordinate executive searches, onboarding, and performance review cycles with strict confidentiality.
• Team Leadership: supervise front‑office and reception staff, provide onboarding and ongoing training.
• Operational Improvements: implement process improvements and AI‑driven tools to streamline tasks and responsiveness.

Skills

Organizational skills

Communication skills

Discretion

Project management

Independent and collaborative work

Education

BA/BS degree

Tools

MS Office Suite

Google Suite

Zoom

Electronic calendaring

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. Manage regular review cycles for presidential policies.
• 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. Oversight of 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.

The application review will begin on (2 weeks from opening date).

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

Qualifications

Required Qualifications

• BA/BS degree plus four years of relevant full‑time experience, or an equivalent combination of education and experience to total eight 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: $33.65 - $40.86 per hour ($70,000 - $85,000 annually) depending on education/qualifications/experience

Time Appointment: 100% Appointment

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

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree‑seeking programs supported by the Regents Tuition Benefit Program
• Low‑cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer‑paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• 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.

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