Administrative Support Coordinator

University at Buffalo; Buffalo (NY); On-site; USD 42,000 - 65,000; Full time

Job summary

University at Buffalo, through the Office of the Vice Provost for Enrollment Management, invites applications for an Administrative Support Coordinator. This role delivers professional administrative, communication, finance, HR, and student support services with direct support to the Vice Provost.

The coordinator serves as a liaison with deans, vice presidents, faculty, staff, students, and campus departments, supports the Student Response Center in peak periods, and helps manage events,

Qualifications

• Excellent written and verbal communication skills.
• Strong calendar and travel-planning abilities.
• Experience with procurement, reimbursements, and account reconciliation.
• Experience supporting recruitment, onboarding, and HR reports.
• Ability to coordinate with multiple departments and maintain confidentiality.

Responsibilities

• Prepare and distribute written and electronic communications for the Vice Provost, including correspondence, presentations, agendas, and meeting materials.
• Manage a complex calendar, schedule meetings, prepare materials, and develop travel itineraries.
• Oversee general office operations: supplies, procurement, reimbursements, and account reconciliation.
• Support Enrollment Management departments, events, recruitment, staff functions, and special projects.
• Process personnel transactions and assist with recruitment and onboarding.
• Run human resources reports for review.

Job description

The Office of the Vice Provost for Enrollment Management invites applications for the position of Administrative Support Coordinator. This position provides professional administrative, communication, finance, human resources, and student support services for the Office of the Vice Provost, with direct support to the Vice Provost.

The Administrative Support Coordinator serves as a primary liaison with university partners, including deans, vice presidents, vice provosts, faculty, staff, students, and campus departments. The role includes regular support for the Student Response Center in 1Capen, with increased time in 1Capen during peak periods. This position is well suited for someone who enjoys variety, collaboration, and exposure to a wide range of university functions.

Essential Responsibilities

• Prepare and distribute written and electronic communications on behalf of the Vice Provost, including correspondence, presentations, agendas, and meeting materials.
• Manage a complex calendar, schedule meetings and appointments, prepare supporting materials, and develop travel itineraries.
• Oversee general office operations, including supplies, procurement requests, reimbursements, account reconciliation, and related administrative processes.
• Support Enrollment Management departments, division events, recruitment activities, staff functions, and special projects as assigned.
• Process personnel transactions.
• Assist with recruitment and onboarding.
• Run human resources reports for review.
• Assist with vendor management, including obtaining quotes and procuring items for various marketing initiatives by keying requisitions into our purchasing system, coordinating purchases with vendors for on time delivery, and helping ensure projects are delivered on time and within budget.
• Coordinate inventory and assist with distribution of recruitment publications, promotional items and event materials, ensuring adequate supplies for enrollment management events, travel and campus partners.
• Support the development of the quarterly Enrollment Management newsletter by collecting content and coordinating with campus partners to ensure timely submissions.
• Maintain current knowledge of university policies, procedures, resources, and services connected to student success and student needs.
• Provide holistic student support by responding to inquiries accurately and empathetically and connecting students to appropriate campus and community resources.
• Work with campus partners to help students navigate complex matters involving Admissions, Financial Aid, academic advising, Student Accounts, Campus Living, and other offices.
• Uphold a strict level of confidentiality when handling sensitive information, communications, personnel matters, and executive-level materials.

About the Office of the Vice Provost for Enrollment Management

The Office of the Vice Provost for Enrollment Management is a collaborative, student-centered organization dedicated to advancing the university’s enrollment goals through strategic recruitment, admissions, financial aid, enrollment planning, and student success initiatives. Professional staff contribute to a dynamic, mission-driven environment that values innovation, data-informed decision-making, exceptional service, continuous improvement, and cross-functional collaboration.

Learn More

• Our benefits, where we prioritize your well-being and success to enhance every aspect of your life.
• Being a part of the University at Buffalo community.

University at Buffalo is an affirmative action/equal opportunity employer and, in keeping with our commitment, welcomes all to apply including veterans and individuals with disabilities.