Administrative Coordinator​/Senior Administrative Coordinator, College of Arts and Sciences

Administrative Coordinator / Senior Administrative Coordinator, College of Arts and Sciences

Description

Vanguard University is seeking an Administrative Coordinator or Senior Administrative Coordinator to provide comprehensive administrative and operational support to the Dean of the College of Arts and Sciences and the Director of the Vanguard University Honors Program (VUHP). This position coordinates key administrative processes, communications, academic activities, and special projects that support the effective operation of the College and Honors Program.

Serving as a central resource for faculty, staff, students, and University partners, the position manages multiple priorities, facilitates cross-functional processes, monitors deadlines and deliverables, and resolves administrative and operational matters.

A significant component of the position is coordinating the administrative operations of the Vanguard University Honors Program, including student communication, course planning support, program events, records, and other initiatives in partnership with the Honors Program Director.

This position may be filled at either the Administrative Coordinator or Senior Administrative Coordinator level based on the selected candidate's qualifications, relevant experience, and demonstrated ability to independently manage the scope and complexity of the position.

POSITION DUTIES

The core responsibilities of the position are consistent across both levels. At the Senior Administrative Coordinator level, responsibilities are performed with a higher degree of independence, judgment, complexity, and ownership based on the incumbent’s experience and qualifications.

• Dean’s Office Administration
  • Coordinate administrative operations and priorities for the Dean’s Office, ensuring timely completion of assignments, projects, and recurring College processes.
  • Manage the Dean’s calendar and coordinate meetings, appointments, events, and other scheduling needs involving internal and external constituents.
  • Coordinate College communications and serve as a key administrative liaison among the Dean, faculty, staff, students, and University departments.
  • Track College deadlines, required reports, approvals, and other administrative deliverables and proactively follow up with appropriate stakeholders.
  • Coordinate purchasing, reimbursements, budget tracking, and financial documentation in partnership with the Dean and appropriate University offices.
  • Prepare and organize correspondence, reports, meeting materials, presentations, records, and other administrative documentation.
  • Maintain College records and administrative systems, ensuring information is accurate, organized, and readily accessible.
  • Identify administrative needs and recommend improvements to processes, workflows, and organizational practices.
• Honors Program Coordination
  • Coordinate day-to-day administrative operations of the Vanguard University Honors Program in partnership with the Program Director.
  • Serve as a primary point of contact for current and prospective Honors students regarding program requirements, processes, activities, and resources.
  • Coordinate communications with Honors students and maintain accurate program records, databases, cohort information, and student documentation.
  • Partner with the Honors Program Director to coordinate Honors course offerings based on cohort needs and program requirements.
  • Plan and coordinate Honors Program events, activities, meetings, and other student experiences, including logistics, communications, materials, and follow-up.
  • Maintain mentor information and coordinate administrative aspects of mentor engagement.
  • Monitor program timelines, upcoming needs, and recurring activities to ensure program requirements and deadlines are…