Administrative & Operations Coordinator

Administrative & Operations Coordinator

The Administrative & Operations Coordinator provides comprehensive administrative, operational, and strategic support to the Dean's Office, undergraduate and graduate programs, and academic leadership at the Sy Syms School of Business. This role serves as a central hub for faculty, students, and staff, managing academic operations, communications, events, data reporting, budgeting, and departmental coordination across functional areas. This position is based on the Beren Campus in midtown Manhattan.

The coordinator position requires flexibility in work hours, including occasional evenings and Sundays to support events, open houses, and program activities. The role requires a high degree of independence, sound judgment, and the ability to manage complex priorities in a fast-paced academic, while handling sensitive information with discretion.

Position Responsibilities:

• Administrative & Operational Leadership
• Serve as a primary point of contact for the Dean's Office, supporting faculty, students, staff, and external stakeholders
• Exercise independent judgment in prioritizing departmental needs and resolving operational issues
• Manage administrative workflows, correspondence, and scheduling across departmental environments
• Maintain electronic filing systems and departmental records (e.g., One Drive, shared repositories)
• Handle confidential faculty, HR, and financial information with discretion
• Academic Operations
• Support academic operations, including scheduling, exams, advising documentation, and student services
• Generate reports related to enrollment, outcomes, course evaluations, and academic performance
• Maintain databases for internships, job placements, and alumni tracking
• Assist with accreditation and departmental reporting requirements
• Provide accurate information to students as a representative of the dean's office in alignment with institutional policies
• Facilitates the hiring, onboarding, and payments of adjunct faculty and full-time faculty overloads/secondaries.
• Communications & Events
• Coordinate meetings, events, workshops, and special programs, including logistics, catering, and materials
• Support departmental communications, including website updates and content management
• Assist with guest speakers, external partners, and academic programming
• Manage event promotion, RSVP tracking, and onsite execution
• Systems, Data & Reporting
• Utilize enterprise systems (e.g., Banner, Canvas, Sci Quest) for reporting, scheduling, and administrative functions
• Compile and prepare data for leadership decision-making
• Maintain and improve administrative processes and reporting workflows
• Support institutional systems for document management and academic operations
• Facilities, IT & Coordination
• Coordinate ad-hoc space scheduling for special classes, meetings, and events
• Help resolve faculty issues with classrooms
• Liaise with Facilities, IT, and other campus services to support departmental needs
• Oversee maintenance, supplies, and shared departmental resources
• Budget Support
• Support budget tracking, purchasing, and payment monitoring in coordination with leadership
• Monitor budget transactions such as transfers, position adjustments, and inter-fund activity in accordance with university policies
• Monitor expenditures and provide guidance to program directors and unit managers on budget management and compliance
• Support the development of annual budgets and multi-year financial plans
• Prepare financial forecasts, enrollment-based revenue projections, and position-level modeling

Experience & Educational Background:

Bachelor's degree and a minimum of 4–5 years of administrative or operational experience (or equivalent combination) Strong organizational, multitasking, and time-management skills…