Administrative Coordinator

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** Job Description Summary
** Organization's Summary Statement:

Position Summary:

The Program Coordinator provides high-level administrative, operational, and programmatic support to the Department Chair. The position serves as a central coordination point for the Chair’s Office operations, faculty and staff administrative processes, travel and logistics, space and access management, and departmental events.  The incumbent exercises independent judgment, manages confidential information, and serves as a delegated representative for defined administrative actions within university systems.

This role requires strong organizational skills, discretion, and the ability to coordinate complex processes across multiple stakeholders in a fast-paced academic environment.
Responsibilities:  
1. Chair’s Office Administration & Executive Support – 35%  Provides comprehensive administrative, operational, and coordination support to the Department Chair, including calendar management, communications, delegated Workday tasks, and records management.
2. Faculty Affairs & Academic Administration Support (including staff recruitment) – 30%  Supports faculty recruitment, promotion, and tenure processes, tenure reviews, faculty data management, disciplinary proceedings, labor/staff relations issues, confidential record retention, and corresponding. This includes coordinating staff recruitment processes in collaboration with the Director of Administrative Services.
3. Business Travel & Logistics Coordination – 15%   Serves as departmental and Chair’s Office travel coordinator, including Concur processing, guest travel, and recruitment-related travel under the direction of the Director of Administrative Services.
4. Space, Facilities & Access Management – 10%   Coordinates space assignments, room scheduling, vehicle reservations, and building access/security functions.
5. Events & Special Projects – 10%  Leads coordination of departmental events (i.e., ANSC Symposium) and event committees and provides administrative support for special projects as directed by the department Chair.
KNOWLEDGE, SKILLS, & ABILITIES:  
● Knowledge of administrative and office practices, procedures, and record management within a complex organizational or academic environment.

● Familiarity with institutional policies and procedures, including the ability to apply them in support of leadership and operational decision-making.

● Proficiency in standard office software and administrative systems (e.g., word processing, spreadsheets, databases, and enterprise platforms).  The position also requires strong skills in drafting, editing, and managing professional correspondence and leadership communications; the ability to handle confidential information and sensitive matters with discretion, sound judgment, and professionalism; and demonstrated organizational capacity to plan, prioritize, and execute multiple ongoing assignments independently.

The role also demands the ability to gather, synthesize, and clearly summarize information for leadership review and decision support, practical oral and written communication skills to interact professionally with faculty, staff, and campus partners at all levels, and the capacity to interpret written and verbal guidance while exercising independent judgment within established policies, all while representing the Chair’s Office and department in a professional, responsive, and service-oriented manner.

Preferred Qualifications:

Candidates with administrative or program coordination experience in higher education, academic units, or complex organizational environments, and those with demonstrated experience supporting senior leadership or executive offices, are preferred.  Additionally, familiarity with University of Maryland systems and procedures, including Workday, Concur, campus parking, space, and scheduling platforms;
Experience coordinating faculty affairs, staff recruitment, or academic personnel processes;
Ability to work independently, anticipate needs, and collaborate effectively with faculty, staff, and central administrative offices are preferred competencies.
Physical Demands:  The position requires…