Administrative Coordinator

Job Description

Position Title:

Administrative Coordinator Division:
Academic Affairs

Reports To:

Office of the Provost / Vice President for Academic Affairs Classification:
Staff | Full-Time (Non-Exempt)
Band: 2 – Coordinator Position Summary The Administrative Coordinator provides comprehensive administrative, operational, and project support to the Provost and Vice President for Academic Affairs and serves as administrative coordinating support for the broader Division of Academic Affairs at Wiley University. Reporting directly to the Provost, the Administrative Coordinator is the primary operational anchor for the Office of the Provost, managing the Provost's calendar and correspondence, coordinating across academic departments and divisional units, supporting institutional initiatives, and ensuring that the day-to-day operations of the Division of Academic Affairs proceed with precision, professionalism, and discretion.

The Administrative Coordinator also provides direct administrative support to the Executive Ph.D. in Business Administration, including doctoral cohort scheduling, student communications, dissertation milestone tracking, residency intensive coordination, and accreditation evidence file maintenance.

Key Responsibilities

A. Executive Support to the Provost Manage the Provost's calendar, including meeting scheduling, conflict resolution, and preparation of daily and weekly briefings

Triage incoming correspondence by email, telephone, and in person, drafting responses or routing inquiries to the appropriate party with appropriate framing

Prepare meeting materials, agendas, and follow-up summaries for Provost-led meetings, including the Academic Affairs Leadership Team, the Council of Chairs and Program Directors, and ad hoc committees

Coordinate Provost travel, including itineraries, transportation, lodging, and expense reconciliation

Maintain confidential files, records, and documentation for the Office of the Provost in accordance with institutional records policy and applicable regulations, including FERPA and personnel confidentiality requirements

B. Administrative Coordination for the Division of Academic Affairs Serve as a primary point of contact for assistant provosts, department chairs, program directors, faculty, and staff seeking access to or information from the Office of the Provost Coordinate divisional operations, including faculty meetings, leadership retreats, town halls, and divisional events

Maintain divisional documentation, including organizational charts, policies, position descriptions, and standard operating procedures

Support the preparation of Board of Trustees materials, Academic Affairs Committee agendas, presidential briefings, and committee reports

Coordinate logistics for institutional events under the Provost's portfolio, including Honors Convocation, Senior Thesis Exhibition, Research and Career Symposium, Baccalaureate, and Commencement

C. Project and Initiative Support Provide administrative support to active institutional initiatives, including SACSCOC compliance work, the iWiley Digital Learning Initiative, the Senior Thesis Initiative, faculty development programming, and the Henry Cecil McBay Center for Teaching and Learning Excellence Track action items, deadlines, and deliverables across multiple concurrent initiatives, surfacing risks and follow-ups to the Provost on a regular cadence

Assist in the preparation, formatting, and proofing of branded documents, presentations, and reports produced by the Office of the Provost

D. Communications and Stakeholder Coordination Draft and route routine communications on behalf of the Office of the Provost, ensuring tone, accuracy, and brand consistency

Manage distribution lists for Academic Affairs constituencies, including faculty, department chairs, and graduate program directors

Support internal coordination with the Office of the President, the Office of the Registrar, Student Affairs, Institutional Research, and other divisional partners

E. Records, Documentation, and Compliance Support Maintain records appropriate for accreditation, audit, and institutional effectiveness review in audit-ready condition

Support preparation of materials for accreditation reviewers, accreditation visits, and substantive change documentation

Handle sensitive student, faculty, and personnel matters with the highest level of discretion

Executive Ph.D. in Business Administration Program Support The following duties are performed in coordination with the…