Senior Operations and Administrator Coordinator

agnesscott; Decatur (GA); On-site; USD 65,000 - 90,000; Full time

Job summary

Agnes Scott College is seeking an experienced executive administrative professional to support the Vice President for Business & Finance. The role involves managing calendars, scheduling, travel, and confidential records while coordinating divisional operations and strategic initiatives.

You will liaise with campus departments, vendors, and external partners to ensure smooth financial operations and project execution, with strong emphasis on confidentiality and professional discretion.

Qualifications

• Bachelor's degree required or an equivalent combination of education and progressively responsible administrative experience.
• Minimum of five (5) years of progressively responsible executive or senior-level administrative support experience.
• Experience supporting executive leadership, coordinating budgets, contract administration, procurement, financial processes, and vendor management is preferred.
• Higher education experience is highly desirable.

Responsibilities

• Provides executive-level administrative support to the Vice President for Business & Finance, including managing calendars, scheduling meetings, coordinating travel, preparing correspondence, maintaining confidential records, and serving as the primary point of contact for the office.
• Coordinates divisional meetings, board committee meetings, communications, and administrative operations by preparing agendas and meeting materials, recording meeting minutes, tracking action items, maintaining official records, and facilitating communication with internal and external stakeholders.
• Monitors third-party service contracts for vendors such as Aramark, Collegis, and other institutional service providers by maintaining contract files, monitoring renewal timelines, coordinating vendor communications, tracking performance requirements, verifying expenses and supporting contract compliance.
• Supports the division's financial and business operations by processing invoices and reimbursements, reconciling purchasing card transactions, coordinating procurement activities, maintaining budget records, and tracking expenditures.
• Coordinates strategic initiatives and special projects by organizing project timelines, conducting research, preparing reports and presentations, monitoring project progress, and supporting operational priorities for the Business & Finance division.
• Develops and maintains administrative systems and office procedures that improve operational efficiency, records management, document retention, workflow processes, and compliance with institutional policies and business practices.
• Serves as the primary liaison between the Business & Finance division, executive leadership, campus departments, trustees, vendors, and external partners while providing exceptional customer service and fostering collaborative relationships.
• Performs other administrative and operational duties requiring a high degree of professionalism, confidentiality, independent judgment, initiative, and discretion in support of the Vice President for Business & Finance and the overall goals of the division.

Skills

Executive support

Budget administration

Procurement

Contract management

Records management

Project management

Communication

Confidentiality

Microsoft Office

Google Workspace

Data reporting

Customer service

Education

Bachelor's degree

Tools

Microsoft Excel

Microsoft Office Suite

Google Workspace

Job description

Office: Business & Finance

Reports to: Vice President of Business & Finance

Work Period: 12-month

Hours: Full-time

Overtime: Exempt

Job Grade: 8

Serves as the primary administrative and operational support to the Vice President for Business & Finance by providing high-level executive administrative support, coordinating divisional operations, and managing business processes that support the strategic and operational goals of the division. Responsible for calendar management, communications, meeting coordination, confidential administrative functions, and the administration of third-party service contracts. Serves as a liaison between the Business & Finance division, campus departments, and external vendors while supporting financial operations, strategic initiatives, and divisional priorities.

Essential Job Functions

1. Provides executive-level administrative support to the Vice President for Business & Finance, including managing calendars, scheduling meetings, coordinating travel, preparing correspondence, maintaining confidential records, and serving as the primary point of contact for the office.


2. Coordinates divisional meetings, board committee meetings, communications, and administrative operations by preparing agendas and meeting materials, recording meeting minutes, tracking action items, maintaining official records, and facilitating communication with internal and external stakeholders.


3. Monitors third-party service contracts for vendors such as Aramark, Collegis, and other institutional service providers by maintaining contract files, monitoring renewal timelines, coordinating vendor communications, tracking performance requirements, verifying expenses and supporting contract compliance.


4. Supports the division's financial and business operations by processing invoices and reimbursements, reconciling purchasing card transactions, coordinating procurement activities, maintaining budget records, and tracking expenditures.


5. Coordinates strategic initiatives and special projects by organizing project timelines, conducting research, preparing reports and presentations, monitoring project progress, and supporting operational priorities for the Business & Finance division.


6. Develops and maintains administrative systems and office procedures that improve operational efficiency, records management, document retention, workflow processes, and compliance with institutional policies and business practices.


7. Serves as the primary liaison between the Business & Finance division, executive leadership, campus departments, trustees, vendors, and external partners while providing exceptional customer service and fostering collaborative relationships.


8. Performs other administrative and operational duties requiring a high degree of professionalism, confidentiality, independent judgment, initiative, and discretion in support of the Vice President for Business & Finance and the overall goals of the division.

REQUIREMENTS

Education: Bachelor's degree required or an equivalent combination of education and progressively responsible administrative experience.

Experience: Minimum of five (5) years of progressively responsible executive or senior-level administrative support experience. Experience supporting executive leadership, coordinating budgets, contract administration, procurement, financial processes, and vendor management is preferred. Higher education experience is highly desirable.

Knowledge/Skills/Abilities

• Demonstrated ability to provide executive-level administrative support in a fast-paced environment.


• Knowledge of office administration, budget administration, procurement, contract management, and records management.


• Excellent organizational, project management, and time management skills with the ability to prioritize multiple competing responsibilities.


• Strong written, verbal, and interpersonal communication skills.


• Ability to exercise sound judgment, maintain confidentiality, and manage sensitive information with discretion.


• Proficiency with Microsoft Office Suite and Google Workspace, including advanced spreadsheet and presentation skills.


• Ability to develop reports, analyze information, improve administrative processes, and manage multiple projects simultaneously.


• Strong customer service orientation and the ability to build collaborative relationships across all levels of the College.

PHYSICAL DEMANDS

Intermittent sitting, standing, stooping, crouching, walking, and occasional moving of light objects. Work is performed in an office.

DISCLAIMER

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

EEO

To provide equal employment and advancement opportunities to all individuals, employment decisions at Agnes Scott College are based on merit, qualifications, and abilities. Agnes Scott prohibits unlawful discrimination based on protected categories in its employment practices. This shall include, but not be limited to, employment, promotion, compensation, benefits, training and termination.