Administrative Coordinator

Administrative Coordinator (2601872)

We, the Division of Student Affairs, are a student‑focused organization that aims to empower student success and support personal development. We act daily to create, enhance, and sustain a culture of respect and inclusion in the workplace, focusing on equity and justice in its many forms, including racial, social, and environmental justice. We intentionally and relentlessly pursue excellence through introspection, vulnerability, empathy, compassion, learning, and courage.

We value our internal and external partnerships as vital drivers of the ambitious goals we pursue.

• Named one of the “Most Promising Places to Work in Student Affairs” by Diverse Magazine.
• Serving a highly diverse student body.
• Leading the way as the #1 ranked institution in the AAU and #3 of all colleges and universities nationally in fostering our students' social mobility.
• Awarded multiple distinctions including philanthropic awards and research grants in experiential learning and career development, voter engagement, student engagement, health and wellness practices, and quality of residential life.

• Bachelor’s degree (foreign equivalent or higher).
• Two (2) years of full‑time administrative support experience.
• Experience with Microsoft Office Suite (Excel, Word, PowerPoint, Visio, etc.) and/or Google Workspace.
• Must have, keep and maintain a valid NYS Driver’s License; have a motor vehicle record free from major violations or a pattern of repeat violations.

• Experience with People Soft, Navigate and/or Wolfmart.
• Experience working with a diverse student population.
• Experience in customer service, event or program planning, and/or administrative support.
• Experience handling HIPAA‑protected information or working in a healthcare/clinical environment.
• Experience preparing reports and presentations.

Student Health, Wellness, and Prevention Services is seeking an Administrative Coordinator to provide comprehensive operational and administrative support for Student Health Services (SHS) and, if needed, CAPS. This role ensures smooth daily operations by managing schedules, coordinating event planning and logistics, business operations, maintaining records, and assisting with special projects as needed. The incumbent provides responsive communication, fosters respectful partnerships, engages students, and maintains collaborative, professional relationships to ensure excellent customer service.

• Provide administrative support for scheduling and documentation of meetings, meeting minutes, and candidate interviews.
• Schedule and coordinate candidate interview appointments, including communications, directions, and parking logistics.
• Maintain staff rosters and directories (master schedule, phone lists, training library).
• Assist with event, program, and activity coordination and execution.
• Track performance evaluation deadlines, assist with paperwork, and manage scanning/copying tasks.
• Assist with compiling and organizing reports, presentations, and documents as needed.
• Coordinate the administrative “Day 1” logistics (IT access, keys/badges, workspace setup, departmental tours) for new hires.
• Assist with special projects related to the department.
• Assist in training other staff on tasks as requested.

• Answer and assist with CISCO Webex phone calls following departmental guidelines.
• Respond to first‑level inquiries, including screening phone calls and/or emails, exercising the highest level of confidentiality and sound judgment.
• Show utmost discretion when working with confidential and sensitive information, including HIPAA and FERPA protected information.

• Coordinate FIXIT requests for 1 Stadium Road.
• Manage inventory for supplies needed.
• Work with other service staff (CPDC, Facilities, etc.) to ensure smooth completion of operations and services.
• Assist in maintaining the professional appearance of the lobby and common areas.

• Provide administrative, purchasing, and procurement support to ensure efficient departmental operations.
• Track…