Administrative Associate

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The Administrative Associate is a professional administrative position responsible for coordinating and implementing administrative operations and project support for an office serving the Vice President for Strategic Initiatives, Vice President for Strategic Enrollment Management, and project management staff. The position coordinates assigned administrative workflows, project administration activities, reporting processes, operational support functions, budget and procurement support, and communications workflows that advance University-wide strategic initiatives guided by the University's strategic roadmap.

Working under general direction, the Administrative Associate develops, maintains, and oversees assigned administrative and operational workflows to ensure projects, meetings, communications, and office operations are effectively coordinated and completed. The position identifies operational needs, gathers and organizes information to support leadership decision-making, recommends improvements to administrative processes, and manages assigned responsibilities from initiation through completion. Through strong organization, sound judgment, and collaborative relationships, this role serves as a central administrative resource supporting the office's operations and strategic initiatives while contributing to efficient office operations, effective project coordination, consistent administrative support, and clear communication across University partners.
Please note, this position is not eligible for H-1B or Green Card sponsorship. This position does not offer a STEM OPT training program. A typical work week will be Monday-Thursday in person / office. Fridays can be hybrid.

Project Administration & Operational Coordination (40%)

• Develop, maintain, and oversee administrative and operational workflows for assigned office functions and projects, including meeting preparation, reporting timelines, request routing, follow-up procedures, and related business processes. Monitor workflow effectiveness and recommend improvements to increase operational efficiency, consistency, and information management.
• Maintain project tracking, information management, CRM, and related office systems, including project plans, timelines, issue logs, decision records, action item tracking, shared documentation, and other project resources to ensure information remains accurate, organized, current, and accessible.
• Identify project and operational reporting needs by gathering, comparing, organizing, and summarizing information to support leadership briefings, internal reports, project updates, recommendations, and decision-making.
• Coordinate administrative planning for assigned office projects and support execution of project activities to meet established timelines, procedures, deliverables, and office priorities.
• Coordinate administrative support for leadership meetings, retreats, working groups, campus and systemwide convenings, and other strategic initiative projects by ensuring logistical details, supporting documentation, and follow-up activities are completed.
• Implement and coordinate the administrative components of communication and outreach activities for assigned projects, meetings, campus or systemwide convenings, and stakeholder groups, including developing distribution lists, timelines, materials, and follow-up communications.
• Support staff training and onboarding related to shared systems, templates, project trackers, administrative workflows, and office procedures, coordinating with service owners or University partners as appropriate.
• Act as a representative of the office on assigned administrative, operational, or project-related matters, coordinating information and administrative processes with internal and external partners as directed.

Administrative Operations & Executive Support (30%)

• Provide professional administrative support to the Vice President for Strategic Initiatives, Vice President for Strategic Enrollment Management, and project management staff.
• Coordinate executive scheduling priorities and meeting logistics for the Vice Presidents by balancing competing priorities, coordinating schedules across multiple stakeholders, resolving scheduling conflicts, anticipating preparation needs, and ensuring timely follow-up on assigned actions.
• Coordinate the preparation, organization, and distribution of meeting agendas, background materials, executive briefings, presentations, reports, project updates, summaries, action items, correspondence, and other printed or digital materials.
• Develop, establish, and maintain formatting, production, and document management standards that promote consistency, accuracy, accessibility, and professional quality across office communications and materials.
• Coordinate and edit documents, presentations, reports, project updates, correspondence, briefing materials, and other communications for…