Administrative and Operations Coordinator

The Opportunity

Embry-Riddle Aeronautical University (ERAU) seeks a dynamic, student-centered, and forward-thinking Administrative and Operations Coordinator to provide visionary leadership.

This is a professional role responsible for supporting the daily administrative and operational functions of the Student Support and Advising organization. This role involves a mix of administrative tasks, project coordination, and operational support to ensure smooth and efficient operations. This individual will provide support to the Assistant Dean of Student Support and Advising, and indirect support to the Associate Directors of Academic Advising and Associate Director of Integrated Student Services.

Directly responsible for handling logistics and event planning for the Daytona Beach Academic Advising and Integrated Student Services teams. This position has authority to manage the budgets under the Assistant Dean and assists with purchase orders as well as reconciling budgets monthly. Accountable for adherence to all university issued guidelines and is responsible for professional interaction with partner offices and university stakeholders.

The Administrative and Operations Coordinator position plays a critical role in supporting and enhancing the overall efficiency of office operations. This position will support a team of over 30 individuals where strong organizational skills will be critical. The individual must be a team player with a strong commitment to service and the successful individual must be highly detail oriented, able to handle confidential matters, have a positive and outgoing personality, and be able to handle multiple tasks and competing priorities throughout the year.

Essential Job Functions, Duties, or Accountabilities:

• Skilled in the use of various systems, such as Workday, Outlook, Campus Solutions, Salesforce, Sharepoint, and Imaging to perform daily tasks
• Supports Academic Advising Staff on a daily basis using Salesforce case management
• Responsible for monitoring Salesforce dashboards and reporting trends and activities for all 30+ members of the SSA department
• Compiles monthly reports and prepares data regarding Advising and Integrated Student Services activities for distribution to leadership
• Maintains scheduling needs for Assistant Dean, Associate Directors, and staff
• Coordinates staff and department meeting locations and prepares and distributes meeting minutes
• Directly supports the coordination and execution of Department retreats and training sessions
• Takes the appropriate actions in response to matters assigned by Department Leadership
• Meticulously monitors and maintains departmental distribution lists, general contact lists, and emergency contact lists via Sharepoint
• Monitors the departmental calendar via Outlook to ensure personnel coverage as well as monitoring personal leave submittal
• Serves as the department HR liaison and is responsible for scheduling interviews and coordinating on-boarding efforts and gathering materials and supplies for new hires
• Supports scheduling needs and makes scheduling arrangements as an authorized outlook calendar delegate

• Coordinates office activities and operations to secure efficiency and compliance with company policies
• Oversees facility management, including maintenance and cleaning services
• Serves as a liaison with vendors, suppliers, and contractors
• Responsible for directly supporting the planning and execution of projects
• Tracks the progress and deadlines of all department projects
• Coordinates with various departments to ensure project milestones are met
• Prepares project documentation and status reports
• Coordinates department events and activities including but not limited to:
• Preview Day
• Family Weekend
• Open House
• Fall, Spring, and Summer Orientation

• Manages budget preparation and expense tracking through Workday
• Processes all purchases, travel, and p-card transactions for/by the department leadership
• Compiles, submits, and tracks expense reports for all members of the SSA leadership team
• Orders and tracks of departmental supplies and inventories
• Monitors…