Executive Administrative and Operations Coordinator

Kutztown University; Kutztown (Berks County); Remote; USD 55,000 - 82,000; Full time

Job summary

Kutztown University seeks a capable Executive Administrative and Operations Coordinator to provide high-level administrative and operational support to executive leadership, coordinating initiatives, governance activities, and information management. The role handles calendar, travel, and cross-department collaboration across Administration and Finance.

The position emphasizes independent judgment, process improvements, and strong organizational and communication skills to enable effective

Qualifications

• Bachelor's degree in business administration, public administration, organizational leadership, communications, information systems, or a related field.
• Three (3) years of progressively responsible experience in business operations, project coordination, systems administration, process improvement, or executive-level support.
• Associate degree in a related field; and Five (5) years of progressively responsible experience involving operational analysis, business systems administration, project coordination, process improvement, or executive-level business support.

Responsibilities

• Coordinate operational initiatives, departmental projects, and special assignments on behalf of Administration and Finance leadership.
• Monitor project timelines, action items, and follow up with stakeholders to ensure timely completion of priorities and commitments.
• Review business processes and operational issues and recommend improvements that increase efficiency, consistency, and service delivery.
• Prepare status reports, summaries, and presentations related to departmental priorities and initiatives.
• Coordinate conferences, meetings, and special events for Administration and Finance departments, including associated logistics and communications.
• Manage and improve Administration & Finance SharePoint environments and information resources to ensure easy access and knowledge sharing.

Skills

Independent work

Multitasking

Governance coordination

Project coordination

Education

Bachelor's degree in related field

Associate degree in related field

Tools

SAP

Ariba

DocuSign

SharePoint

Power BI

Power Automate

Microsoft 365

Excel

Word

PowerPoint

Outlook

Teams

Job description

Job Summary

The Executive Administrative and Operations Coordinator providesadministrative and operational support to executive leadershipthrough coordination of operational initiatives, board andgovernance activities, information management, business processes,communications, and special projects. Administrative supportresponsibilities include calendar coordination, meeting support,document preparation, and assigned travel-related activities.

The position serves as a central resource for organizing workflows,maintaining business systems, managing records and documentation,supporting procurement and financial processes, and facilitatingcollaboration among Administration and Finance departments.

The incumbent exercises independent judgment in coordinatingdiverse assignments, identifying operational issues, researchingsolutions, and recommending process improvements. This rolerequires strong organizational, technical, analytical, andcommunication skills to support executive decision-making andensure efficient and effective business operations.

This position is remote but occasional travel to Systemheadquarters in Harrisburg or other locations for meetings may berequired. Pennsylvania residency is required.

Essential Duties and Responsibilities:

Operations, Projects, and ContinuousImprovement

• Coordinate operational initiatives, departmental projects, andspecial assignments on behalf of Administration and Financeleadership
• Monitor project timelines, action items, and follow up withstakeholders to ensure timely completion of priorities andcommitments
• Review business processes and operational issues and recommendimprovements that increase efficiency, consistency, and servicedelivery
• Prepare status reports, summaries, and presentations related todepartmental priorities and initiatives
• Support legislative, policy, and procedural review activitiesby collecting information, coordinating stakeholder feedback, andpreparing summaries for leadership consideration
• Coordinate conferences, meetings, and special events forAdministration and Finance departments, including associatedlogistics and communications

Information and Knowledge Management

• Manage and improve Administration & Finance SharePointenvironments, document libraries, and information resources inpartnership with departments to ensure employees and leadership canefficiently locate, access, share, and utilize organizationalinformation
• Review, format, quality assure, and distribute writtendocumentation, reports, procedures, communications, and othermaterials developed by Administration & Finance and SharedServices departments to promote accuracy, consistency, andprofessionalism
• Coordinate records retention, archiving, and documentgovernance activities in accordance with established policies andprocedures
• Evaluate departmental information resources, identify gaps orduplication, and implement improvements that enhance access toinformation, strengthen knowledge sharing, and improve operationalefficiency
• Maintain departmental directories, distribution lists,webpages, and communication resources to ensure accuracy andusability

Executive Operations and Governance Support

• Assist with Board of Governors and committee activities bycoordinating schedules, preparing meeting materials, tracking boardactions, approvals, and follow-up items, and supporting meetinglogistics in collaboration with the Coordinator of Board Operationsand Trustee Relations
• Coordinate leadership, departmental, shared services, andsystemwide meetings, including agendas, materials, meetinglogistics, and follow-up activities
• Prepare executive briefings, presentations, reports, and othermaterials for meetings and strategic discussions
• Track governance actions, approvals, and executive assignmentsto ensure timely completion and follow through
• Provide administrative and operational support to executiveleadership, including calendar coordination and selectedtravel-related activities as assigned
• Facilitate communication and coordination among departments,universities, leadership, and external stakeholders

Financial, Procurement, Human Resources, Labor Relations, andAdministrative Operations

• Process procurement and financial transactions using enterprisesystems including SAP, Ariba, and related platforms
• Serve as a Purchasing Card (P-Card) holder and ensurepurchasing activities comply with applicable policies andprocedures
• Assist with budget preparation, expenditure tracking, financialreporting, and related business processes
• Coordinate annual Delegation of Authority documentation andrelated recordkeeping activities
• Support Human Resources and Finance operations by coordinatingunemployment compensation documentation, assisting with retireeannuitant auto-debit processes, reviewing supporting documentationfor completeness and accuracy, maintaining related records, andproviding administrative support for associated businessprocesses
• Create and maintain tracking records, reports, spreadsheets,and supporting documentation associated with financial, humanresources, and operational activities
• Provide backup support for designated finance, procurement,labor relations, and administrative functions to ensure continuityof operations.
• Maintain confidential financial, personnel, and operationalinformation in accordance with applicable policies andstandards
• Serve as the AFSCME Commercial Driver's License (CDL)Coordinator for the State System, ensuring required documentation,communications, and tracking activities are completed in accordancewith established procedures

Minimum Qualifications

• Bachelor's degree in business administration, publicadministration, organizational leadership, communications,information systems, or a related field; and

• Three (3) years of progressively responsible experienceinvolving business operations, project coordination, systemsadministration, process improvement, organizational analysis, orexecutive-level support.

• Associate degree in a related field; and
• Five (5) years of progressively responsible experienceinvolving operational analysis, business systems administration,project coordination, process improvement, or executive-levelbusiness support

• Experience coordinating projects, meetings, programs, ororganizational initiatives
• Experience researching issues, gathering information, andpreparing reports or recommendations
• Experience managing records, documents, or informationsystems
• Experience utilizing Microsoft 365 applications, includingExcel, Word, PowerPoint, Outlook, Teams, and SharePoint
• Experience working independently and managing multiplepriorities

Preferred Qualifications

• Experience supporting senior executives or executive leadershipteams
• Experience coordinating board, governance, committee, orleadership activities
• Experience with SharePoint administration or documentmanagement systems
• Experience with SAP, Ariba, DocuSign, or similar enterpriseapplications
• Experience developing procedures, process documentation, oroperational guidance materials
• Experience with Power Automate, Microsoft Lists, Power BI, orother Microsoft business applications
• Experience in higher education, government, public sector, orlarge complex organizations

Non-Discrimination Statement:

The Pennsylvania State Systemof Higher Education prohibits any form of discrimination orharassment on the basis of sex, race, color, age, religion,national or ethnic origin, sexual orientation, gender identity orexpression, pregnancy, marital or family status, medical condition,genetic information, veteran status, or disability in any decisionregarding admissions, employment, or participation in a Universityprogram or activity in accordance with the letter and spirit offederal, state, and local non-discrimination and equal opportunitylaws, such as Titles VI and VII of the Civil Rights Act of 1964,Title IX of the Education Amendments of 1972, the AgeDiscrimination in Employment Act, the Americans with DisabilitiesAct and ADA Amendments Act, the Equal Pay Act, and the PennsylvaniaHuman Relations Act. For information regarding civil rights orgrievance procedures and for inquiries concerning the applicationof Title IX and its implementing regulation, contact Christa Cobb,State System Title IX Coordinator, 2300 Vartan Way, Suite 207,Harrisburg, PA 17110; Phone: [phone]; Email: [e-mail]. Additionally,inquiries concerning Title IX and its implementing regulation canbe made to the U.S. Department of Education, Office of CivilRights, Region III, The Wanamaker Building, 100 Penn Square East -Suite 505, Philadelphia, PA 19107; Phone: [phone]; Fax:[phone].