Access & Project Coordinator

Access & Opportunity Project Coordinator Job Summary

You will perform a variety of high-level administrative, executive support, project management, and event coordination activities in the Office of the Provost for the Assistant Vice Provosts (AVPs) within Access & Opportunity (A&O). Our office engages campus and external stakeholders on initiatives that advance strategic access and opportunity goals across the university.

Reporting to the AVPs, you will have responsibility for a significant volume and variety of high-level executive administrative duties, special project leadership, committee support, and event planning while handling sensitive matters with the highest level of professionalism and discretion.

Executive Administrative Support 25%

• Manage the AVPs' complex and frequently changing calendars, coordinating in-person and virtual meetings involving multiple participants and competing priorities. Exercise judgment in prioritizing requests and resolving scheduling conflicts.
• Coordinate travel for the AVPs and visiting guests, including transportation, lodging, itineraries, agendas, and reimbursements through M-Pathways and Emburse.
• Manage and prioritize incoming email and other communications with discretion and strict confidentiality. Triage inquiries and draft, edit, and distribute executive correspondence, presentations, and other materials tailored to diverse university audiences.
• Coordinate all aspects of meeting preparation and follow-up, including reserving meeting space, developing agendas, compiling briefing materials, documenting decisions, distributing meeting notes, and tracking action items.
• Process, reconcile, and track financial transactions, including P-Card expenses, purchase orders, expense reports, and office budgets, in accordance with university policies and procedures.
• Manage and triage A&O inquiries received through shared inboxes, in person, and other channels, providing timely responses and routing requests to the appropriate team member or AVP.

Special Projects Management 35%

• Lead complex special projects within the portfolios of the AVPs, including academic and administrative initiatives involving multiple campus units, from planning through implementation and closeout.
• Draft and send communications on behalf of the AVPs.
• Define project scope, deliverables, timelines, resource allocation, and budget requirements.
• Develop and maintain project plans, documentation, budgets, and tracking systems to ensure projects are completed on time, within scope, and within budget.
• Serve as a primary liaison among university stakeholders, campus partners, and senior leadership to facilitate communication, coordinate decisions, and maintain project alignment and momentum.
• Support the AVP's strategic priorities by conducting research and analysis, preparing briefings and recommendations, documenting decisions, and identifying opportunities for process improvement.
• Evaluate project outcomes, document lessons learned, and recommend improvements for future initiatives.

Events Management 35%

• Develop and lead the event project timeline to ensure each event is completed within budget and on schedule.
• Coordinate logistics for departmental events, symposia, conferences, workshops, and high-level meetings, including room reservations, vendor management, audio/visual setup, refreshments, background material preparation, and maintaining a run of show and up-to-date agenda.
• Partner and collaborate with internal and external committee groups to advance Access & Opportunity initiatives.
• Coordinate schedules and itineraries for visiting guests, speakers, and external committee members.

Departmental & Back-Up Support 5%

• Provide cross-functional backup support to other administrative staff in the Provost's Office as needed.
• Assist with departmental operations, including scheduling, onboarding logistics, and general office coordination.

• Bachelor's degree or equivalent combination of education and experience.
• 5+ years of progressive experience providing administrative or executive support.
• Knowledge of University policies and procedures.
• Demonstrated editing, proofreading, and writing experience.
• Demonstrated experience leading special projects and coordinating complex, multi- stakeholder events or conferences.
• Expert-level proficiency with Microsoft Office Suite (Word, Excel, PowerPoint), Google, calendaring platforms, remote collaboration platforms, and Zoom.
• Proven ability to handle highly confidential…