Senior Administrative Coordinator, School of Theology & Ministry

Senior Administrative Coordinator, School of Theology & Ministry POSITION SUMMARY

The Senior Administrative Coordinator serves as a key operational and administrative partner within the School of Theology and Ministry, providing high-level support to the Dean, Undergraduate Chair, and Graduate Directors. This position coordinates a wide range of academic, administrative, and student-facing functions that advance the mission of the School and support the success of its students, faculty, academic programs, university partners, and external constituents.

The Senior Administrative Coordinator plays a critical role in ensuring the effective day-to-day operations of the School and reports directly to the Dean.

• Basic Operations
  • Office & Executive Support:
    Manages day-to-day operations of the STM suite, including reception, correspondence, supplies, equipment upkeep, and calendar/travel management for the Dean.
  • Academic Operations:
    Assists faculty leadership with course scheduling, syllabus archiving, catalog updates, the maintenance of confidential faculty files, and monitoring textbook adoptions as needed.
  • Financial Administration:
    Supports budget management by processing and tracking expenditures, purchase orders, and invoices.
• Project and Personnel Support
  • Project & Strategy Support:
    Contributes to the implementation and monitoring of STM’s strategic goals, work plans, and school initiatives.
  • Personnel:
    Assists academic leadership with resident and adjunct faculty hiring processes and monitoring instructional loads; directly hires, trains, and supervises student employees.
• Stakeholder Engagement & Communications
  • Liaison & Communications:
    Serves as the primary point of contact for internal and external constituencies; coordinates with Student Services and Student Success to address student-related matters, as well as alumni relations and various university teams and committees.
  • Event & Meeting Coordination:
    Manages STM events and organizes and documents meetings.
  • Marketing Support:
    Curates and provides content for university marketing, social media, promotional materials, and web microsites.
  • Other Stakeholder Support:
    Provides basic administrative support to clubs, volunteer boards, and committees connected to STM.
• Compliance & Professional Development
  • Risk & Compliance:
    Identifies operational risks, collaborates on risk reduction strategies, and performs other duties as assigned to maintain organizational standards.
  • Development:
    Participates in the VU Provost’s Program Coordinator/Administrative Coordinator development and coordination meetings.
• Other duties as assigned, including mandatory participation in annual commencement ceremonies.

• Bachelor's degree and 3–5 years of progressively responsible administrative support experience.
• Exceptional office management skills, including project management, time management, and the ability to manage multiple priorities simultaneously.
• Excellent written and verbal communication skills, including strong writing, editing, proofreading, and organizational abilities.
• Strong interpersonal skills with a highly professional demeanor and the ability to effectively interact with internal and external stakeholders.
• Ability to work both collaboratively and independently, exercising sound judgment and prioritizing competing responsibilities.
• Ability to handle sensitive situations, respond to concerns professionally, and assist in conflict resolution.
• Proficiency in Microsoft Office applications and the ability to learn and effectively utilize university systems and technology platforms.
• Budget review, reconciliation, and financial record-keeping skills.
• Demonstrated ability to maintain confidentiality and appropriately handle sensitive information, records, and financial data.
• Flexibility and adaptability in responding to changing priorities, needs, and responsibilities.
• Knowledge of, commitment to, and ability to support the mission and values of Vanguard University.

• More than 5 years of progressively responsible administrative support experience, preferably in higher education or a complex organizational environment.
• Experience…