Executive Administrative and Operations Coordinator

The Executive Administrative and Operations Coordinator provides administrative and operational support to executive leadership through coordination of operational initiatives, board and governance activities, information management, business processes,communications, and special projects. Administrative support responsibilities include calendar coordination, meeting support,document preparation, and assigned travel-related activities.

The position serves as a central resource for organizing workflows,maintaining business systems, managing records and documentation,supporting procurement and financial processes, and facilitating collaboration among Administration and Finance departments.

The incumbent exercises independent judgment in coordinating diverse assignments, identifying operational issues, researching solutions, and recommending process improvements. This role requires strong organizational, technical, analytical, and communication skills to support executive decision-making andensure efficient and effective business operations.

This position is remote but occasional travel to System headquarters in Harrisburg or other locations for meetings may be required. Pennsylvania residency is required.

• Coordinate operational initiatives, departmental projects, and special assignments on behalf of Administration and Finance leadership
• Monitor project timelines, action items, and follow up with stakeholders to ensure timely completion of priorities and commitments
• Review business processes and operational issues and recommend improvements that increase efficiency, consistency, and service delivery
• Prepare status reports, summaries, and presentations related to departmental priorities and initiatives
• Support legislative, policy, and procedural review activities by collecting information, coordinating stakeholder feedback, and preparing summaries for leadership consideration
• Coordinate conferences, meetings, and special events for Administration and Finance departments, including associated logistics and communications

• Manage and improve Administration & Finance SharePoint environments, document libraries, and information resources in partnership with departments to ensure employees and leadership can efficiently locate, access, share, and utilize organizational information
• Review, format, quality assure, and distribute written documentation, reports, procedures, communications, and other materials developed by Administration & Finance and Shared Services departments to promote accuracy, consistency, and professionalism
• Coordinate records retention, archiving, and document governance activities in accordance with established policies and procedures
• Evaluate departmental information resources, identify gaps or duplication, and implement improvements that enhance access to information, strengthen knowledge sharing, and improve operational efficiency
• Maintain departmental directories, distribution lists,webpages, and communication resources to ensure accuracy and usability

• Assist with Board of Governors and committee activities by coordinating schedules, preparing meeting materials, tracking board actions, approvals, and follow-up items, and supporting meeting logistics in collaboration with the Coordinator of Board Operations and Trustee Relations
• Coordinate leadership, departmental, shared services, and systemwide meetings, including agendas, materials, meeting logistics, and follow-up activities
• Prepare executive briefings, presentations, reports, and other materials for meetings and strategic discussions
• Track governance actions, approvals, and executive…