Administrative Operations Coordinator

Job Description

Key Responsibilities

• Serve as a collaborative team lead for college-wide events, working closely with campus partners such as Advancement, Marketing & Communications (Mar Com), and University Events (UAEE). Events may include Honors & Awards, Hall of Fame, NAE/MLE recognitions, Back-to-School activities, Finals Refreshments, and Graduation Breakfast.
• Manage administrative support staff and work study students for assigned departments
• Coordinate with the Director of Operations to create and manage budgets related to college events and promotional items (swag).
• Provide comprehensive administrative support to assigned departments, including on-site staffing for a designated number of hours per week. Responsibilities may include coordinating departmental events, purchasing, facilitating student and faculty travel, processing reimbursements and maintaining promotional items inventory.
• Coordinate and support assigned Departmental Advisory Boards, including meeting preparation, logistics, and follow-up.
• Develop and distribute detailed itineraries for guest lecturers, visitors, and faculty candidates within assigned departments.
• Supervise college-level and assigned departmental work-study students, assigning and overseeing daily administrative and clerical tasks.
• Create and distribute a weekly internal college newsletter to ensure consistent communication and information-sharing.
• Assist with training for college staff on processes and best practices related to departmental events, including Industry Advisory Boards (IABs) and distinguished lecturer programs.
• Provide support to the Director of Operations for faculty onboarding efforts
• Draft and coordinate professional correspondence on behalf of the college, such as event invitations, greeting cards, seminar flyers, and related materials, as needed.
• Manage the creation, ordering, and distribution of plaques and other recognition items for awards and honors.
• Provide administrative support for ABET accreditation activities in collaboration with the Senior Associate Dean.
• Perform other duties as assigned to support college operations and strategic objectives

Required Qualifications:

Bachelor's degree; 3 years progressively responsible experience in administration, leadership and event planning; ability to meet multiple deadlines and multi-task; experience working in Microsoft Teams, SharePoint, Microsoft Office Suite, and Adobe Suite, including InDesign; excellent oral, written, organizational and interpersonal skills.

Preferred Qualifications:

Supervisory Experience

Previous experience in a higher education environment.

Minimal Physical Demands-Office Environment

About Us

The University of Tulsa is a student-centered research university that cultivates interconnected learning experiences to explore complex ideas and create new knowledge in a spirit of free inquiry. Guided by our commitment to service and inclusion, we prepare individuals to make meaningful contributions to our campus, our community, and our world.

The University endeavors to create and nurture an informed and inclusive environment in its workplace and educational programs. Affirmative action and equal employment opportunity are integral parts of the University not just because they are legally mandated, but because we recognize that the present and future strength of the university is based primarily on people and their skills, experience, and potential.

The University does not discriminate in access to, or treatment or employment in, its programs and activities on the basis of race, color, age, religion, sex, sexual orientation, gender identity or expression, national or ethnic origin, veteran status, disability, genetic information, ancestry, or marital status. The University seeks to recruit, select, and promote students, faculty, and all other employees on the basis of individual merit.