Administrative Coordinator

Trustees of the Hamline University of Minnesota; United States; On-site; USD 42,000 - 64,000; Full time

Job summary

Hamline University seeks an Administrative Coordinator to support the Provost, COO, and Dean of the Faculty by managing schedules, coordinating office operations, and handling communications. This role is often the first point of contact for the Provost's Office and requires discretion with confidential materials.

The position involves managing calendars, travel, budgeting inputs, event planning, and drafting materials for leadership.

Qualifications

• High school diploma or GED equivalent.
• 1–3 years of senior-level administrative coordinator or assistant experience.
• Experience crafting timely, cogent, professional communications for Provost’s use.
• Experience developing and implementing best practices in communications and office procedures and protocols.
• Experience working with and maintaining confidential information.

Responsibilities

• Calendar, Scheduling, and Administrative Support: Manage the COO's and Provost's busy schedules with complete accuracy; book meeting spaces and hybrid logistics; take notes; track action items.
• Prepare briefing materials and reports; follow up on documentation requests.
• Book travel and manage itineraries; handle expense reports and vendor payments.
• Provost and Dean of the Faculty Office Coordination: Greet visitors; screen calls and emails; liaison with assistants and service providers.
• Plan and execute events for the COO, Provost, and Dean of Faculty.
• Draft talking points and presentations for the Provost, COO, and Dean of Faculty; support campus communications.

Skills

Confidential information handling

Interpersonal skills

Written communication

Verbal communication

Organizational skills

Planning and multitasking

Deadline management

Analytical problem-solving

Office best practices

FERPA familiarity

Microsoft Office

G-Suite

Workday

BoardEffect

Raiser's Edge

Team collaboration

Education

Bachelor’s degree (preferred)

High school diploma or GED

Tools

Workday

BoardEffect

Raiser’s Edge

Microsoft Office

G-Suite

Job description

Founded in 1854, Hamline was the first university in Minnesota and among the first coeducational institutions in the nation. Hamline University provides a world-class education for undergraduate and graduate students. Our faculty, staff, and students cultivate an ethic of civic responsibility, social justice, and inclusive leadership and service. Hamline University is an Equal Opportunity employer. Hamline University does not discriminate on the basis of race; color; religion; creed; sex; national origin; marital status; familial status; status with regard to public assistance; membership or activity in a local human rights commission; disability; age; protected veteran status; or any other status protected by applicable law in its education or employment programs or activities. The University will provide reasonable accommodations to qualified individuals with disabilities. Join us and see how you can take the lead here at Hamline.

JOB SUMMARY

The Administrative Coordinator supports the Provost, Chief Operating Officer (COO), and Dean of the Faculty by managing schedules, coordinating office operations, and handling written communications on their behalf. As often the first point of contact for the Provost's Office, this role is central to its effectiveness and image, and regularly involves confidential materials requiring discretion and professionalism.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

Calendar, Scheduling, and Administrative Support Manage the COO's and Provost's busy and ever-changing schedules with complete accuracy, including background materials; develop standard processes for handling meeting requests Book meeting spaces and hybrid logistics, take notes, and track action items Work ahead on weekly, monthly, and yearly commitments; communicate calendar updates clearly and promptly Prepare briefing materials and reports; follow up on outstanding documentation requests Book travel and manage itineraries Handle expense reports, credit card reconciliation, invoices, and vendor payments Provost and Dean of the Faculty Office Coordination Greet and assist visitors, representing the Provost's Office professionally Screen calls and emails; manage appointments and meeting attendees Liaise with administrative assistants, faculty assistants, and service providers to keep the office running smoothly Plan and execute events for the COO, Provost, and Dean of Faculty (e.g. space, A/V, catering, room setup) Communication Exercise discretion in handling confidential University information Serve as first point of contact for the [e-mail] inbox and related individual accounts, as requested; draft responses for review Draft talking points and presentations for the Provost, COO, and Dean of Faculty Support campus communications through drafting and proofreading Other duties as requested.

REPORTING RELATIONSHIPS

This position reports to the: Interim Provost or, upon hire, Senior Director of Academic Operations This position does not supervise other employees. This position does not supervise students

BUDGET MANAGEMENT RESPONSIBILITIES

This position is responsible for the following budget: Not applicable. Budget Range: This position is not responsible for the management of a budget, but must coordinate budget inputs

REQUIRED KNOWLEDGE, SKILLS, ABILITIES AND KEY COMPETENCIES

Ability to handle highly confidential information with discretion Strong interpersonal, written, and verbal communication skills; able to convey complex information clearly Excellent organization, planning, and multitasking skills, with strong attention to detail Proven ability to manage competing priorities under deadline pressure Strong analytical and problem-solving skills Experience developing office best practices and procedures Familiarity with FERPA and best practices for confidential student information General knowledge of Hamline's policies, costs, and emergency procedures Experience working with diverse students, employees, and visitors Proficiency with Microsoft Office, G-Suite, Workday, BoardEffect, and Raiser's Edge

MINIMUM EDUCATION/EXPERIENCE/EXPECTATIONS

High school diploma or GED equivalent. One to three (1-3) years of prior senior-level administrative coordinator or assistant experience. Demonstrated ability to craft timely, cogent, professional communications for Provost’s use. Experience in developing and implementing best practices in communications and office procedures and protocols. Experience working with and maintaining confidential information.

PREFERRED EDUCATION/EXPERIENCE/EXPECTATIONS

Bachelor’s degree from an accredited college or university. 4+ years professional administrative coordinator or assistant work experience in an office environment, preferably in higher education.

REQUIRED LICENSURE/CERTIFICATION/REGISTRATION

Not applicable.

WORKING CONDITIONS / EQUIPMENT

Must be able to work on a computer for extended periods of time with or without a reasonable accommodation. Ability to travel to on- and off-campus locations.

ADDITIONAL INFORMATION

This is a full time, non-exempt (1.0 FTE) position which requires a minimum of 40 hours a week. Occasional evening and weekend work will be requested. This position may require overtime as needed.

EEO/DIVERSITY STATEMENT

Hamline University does not discriminate on the basis of race; color; religion; creed; sex; sexual orientation; gender identity; gender expression; national origin; marital status; familial status; status with regard to public assistance; membership or activity in a local commission; disability; age; or protected veteran status in its education or employment programs or activities.