Executive Administrative Coordinator for Provost & COO

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

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.