Executive Coordinator

Executive Coordinator

The Executive Coordinator serves as the primary point of contact for the Social Science's Divisional Dean's Office and provides high-level administrative and executive support for the Dean and their senior leadership team. The Executive Coordinator reports to the Director of Strategy and Programs.

Job-Specific Responsibilities:

Office Administration and Operations

• Oversee and manage the day-to-day operation of the Division's main office.
• Oversee the comprehensive planning, coordination, and execution of complex recurring meetings and events for the Divisional Office, including managing scheduling, logistics, stakeholder communications, and operational details to ensure seamless delivery.
• Serves as the primary point of contact for the Social Sciences Dean's Office by greeting visitors and guests in a welcoming and professional manner, answering phones, and fielding general inquiries.
• Maintains up-to-date mailing and distribution lists and assists with the dissemination of information to internal and external stakeholders.
• Maintains the electronic filing system for general administrative records and materials.
• Maintains office equipment and supplies, including shared printers, photocopiers, and reception area, to ensure smooth day-to-day office operations.
• Coordinates visitor access and communicates with building management as needed.
• Performs on-campus administrative activities such as printing, preparing meeting spaces, organizing materials, receiving visitors, and supporting events.
• Develops, documents, and continuously improves administrative systems for tracking files, contacts, commitments, deadlines, and action items.
• Orders supplies and other materials.
• Serves as the primary day-to-day liaison to the Office of Physical Resources and related service providers.
• Coordinates with IT and other central service providers to resolve administrative or technical issues.
• Maintains an organized and professional divisional office environment.
• Identifies operational challenges, recommends, and implements solutions to improve office operations.
• Develops and implements process improvements that strengthen workflow, communication, and resource management.
• May manage contingent workers.

Vendor & Service Coordination

• Manages relationships and negotiates with vendors and service providers supporting office operations.
• Monitors vendor performance and ensures services meet office expectations and operational needs.

Calendar Management

• Manages a complex calendar encompassing decanal responsibilities, scholarly activities, University commitments, and external engagements. Proactively anticipates needs and troubleshoots scheduling conflicts.
• Serves as a primary point of contact for internal and external constituents seeking access to or information from the Dean.
• Exercises sound judgment in prioritizing meeting requests and determining appropriate scheduling based on urgency, importance, preparation requirements, and the Dean's priorities.
• Coordinates schedules with other senior administrators and staff whose responsibilities intersect with the Dean's work.
• Develops and maintains systems for tracking deadlines, commitments, follow-up items, invitations, and time-sensitive responsibilities.

Meeting Management

• Coordinates the preparation, coordination, and distribution of agendas, briefing materials, and other documentation with both internal and external stakeholders.
• Evaluates meeting venue options and coordinates comprehensive meeting and event logistics.
• Selects and hires vendors as needed to support meetings and events.
• Participates in regular Divisional staff meetings to coordinate calendars, upcoming activities, priorities, and responsibilities.
• Takes meeting notes and prepares minutes or follow-up…