Administrative Coordinator, Institute Student Success

Office Coordinator

The Office Coordinator provides comprehensive administrative and operational support across three integrated student-facing offices:
Academic Support, Office of Disability and Access, and Career and Professional Development. The role serves as a central point of coordination to ensure efficient office operations, a welcoming student experience, and seamless collaboration among departments that support student success, retention, and career readiness.

The Coordinator must be highly organized, detail-oriented, and able to manage multiple priorities in a fast-paced, student-centered environment.

Specific Responsibilities:

Office Operations & Administrative Support:

• Serve as the first point of contact for students, faculty, staff, and external partners, providing a professional and welcoming front office presence
• Manage shared office calendars, appointments, and scheduling across the three functional areas
• Coordinate daily office operations, including phone/email correspondence, document management, and supply inventory
• Maintain organized and confidential records in compliance with institutional and legal standards (e.g., FERPA, ADA)
• Support budget tracking, purchasing, and invoice processing.

Student Support Coordination:

• Assist students in navigating services across Academic Support, Disability & Access, and Career & Professional Development
• Coordinate intake processes, referrals, and follow-up communications
• Support accommodation logistics (e.g., exam scheduling, proctoring coordination, note-taking services)
• Assist with tutoring, coaching, and academic support scheduling systems

Event & Program Support:

• Coordinate logistics for workshops, orientations, career events, and training sessions (e.g., room reservations, materials, attendance tracking)
• Support career fairs, employer visits, and student programming
• Assist with marketing and communications, including newsletters, flyers, and website updates

Data Management & Reporting:

• Maintain accurate databases and tracking systems for student engagement and services
• Assist with data collection and reporting to support assessment, retention initiatives, and program evaluation
• Generate routine reports for internal stakeholders

Collaboration & Communication:

• Serve as a liaison among the three offices to ensure alignment and effective communication
• Support cross-functional initiatives related to student success and retention
• Participate in staff meetings and contribute to process improvement efforts

Other Duties:

The above statements are intended to describe the general nature and level of work being performed by the individual(s) assigned to this position. They are not intended to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified.

Job responsibilities and activities may be modified or changed at any time with or without notice. Job descriptions will be audited periodically by the Ursinus Human Resources department to ensure they are up-to-date and reflect the essential responsibilities and duties of the job.

Qualifications:

Required:

• Associate's or Bachelor's degree (or equivalent experience)
• 2–4 years of administrative or office support experience, preferably in higher education or a student services environment
• Strong organizational and time management skills with the ability to manage multiple priorities
• Excellent interpersonal, written, and verbal communication skills
• Demonstrated ability to handle confidential information with discretion
• Proficiency in Microsoft Office or Google Workspace

Preferred Qualifications & Key

Competencies:

• Experience supporting disability services, academic support programs, or career services
• Familiarity with student information systems, scheduling platforms, or CRM tools
• Experience coordinating events or programs
• Student-centered mindset and commitment to inclusive excellence
• Attention to detail and problem-solving skills
• Ability to work independently and collaboratively
• Adaptability in a dynamic, multi-office environment
• Cultural competency and ability to work with diverse populations

Ursinus College is a selective, independent, co-educational, residential liberal arts college of approximately 1500 students located about 25 miles northwest of center city Philadelphia. With a diverse community of students, it is an expectation of all faculty to contribute to the inclusion, engagement, and success of all students. Ursinus is an EEO employer. Ursinus College does not discriminate on grounds of race, color, national origin, gender, sexual orientation, gender identity or expression, religion, age, creed, ancestry, veteran status, marital status, disability, or other classification protected by applicable law in the administration of any of its educational programs or activities or with respect to employment.