Administrative Coordinator

Founded in 1854, Hamline was the first university in Minnesota and among the first coeducational institutions in the nation. Hamline University provides a world-class education for undergraduate and graduate students. Our faculty, staff, and students cultivate an ethic of civic responsibility, social justice, and inclusive leadership and service.
Hamline University is an Equal Opportunity employer. Hamline University does not discriminate on the basis of race; color; religion; creed; sex; national origin; marital status; familial status; status with regard to public assistance; membership or activity in a local human rights commission; disability; age; protected veteran status; or any other status protected by applicable law in its education or employment programs or activities. The University will provide reasonable accommodations to qualified individuals with disabilities.
JOB SUMMARY
The Administrative Coordinator supports the Provost, Chief Operating Officer (COO), and Dean of the Faculty by managing schedules, coordinating office operations, and handling written communications on their behalf. As often the first point of contact for the Provost's Office, this role is central to its effectiveness and image, and regularly involves confidential materials requiring discretion and professionalism.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES
Calendar, Scheduling, and Administrative Support
Manage the COO's and Provost's busy and ever-changing schedules with complete accuracy, including background materials; develop standard processes for handling meeting requests
Book meeting spaces and hybrid logistics, take notes, and track action items
Work ahead on weekly, monthly, and yearly commitments; communicate calendar updates clearly and promptly
Prepare briefing materials and reports; follow up on outstanding documentation requests
Book travel and manage itineraries
Handle expense reports, credit card reconciliation, invoices, and vendor payments
Provost and Dean of the Faculty Office Coordination
Greet and assist visitors, representing the Provost's Office professionally
Screen calls and emails; manage appointments and meeting attendees
Liaise with administrative assistants, faculty assistants, and service providers to keep the office running smoothly
Plan and execute events for the COO, Provost, and Dean of Faculty (e.g. space, A/V, catering, room setup)
Communication
Exercise discretion in handling confidential University information
Serve as first point of contact for the provost@hamline.edu inbox and related individual accounts, as requested; draft responses for review
Draft talking points and presentations for the Provost, COO, and Dean of Faculty
Support campus communications through drafting and proofreading
Other duties as requested.
REPORTING RELATIONSHIPS
This position reports to the: Interim Provost or, upon hire, Senior Director of Academic Operations
This position does not supervise other employees.
This position does not supervise students
BUDGET MANAGEMENT RESPONSIBILITIES
This position is responsible for the following budget: Not applicable.
Budget Range: This position is not responsible for the management of a budget, but must coordinate budget inputs
REQUIRED KNOWLEDGE, SKILLS, ABILITIES AND KEY COMPETENCIES
Ability to handle highly confidential information with discretion
Strong interpersonal, written, and verbal communication skills; able to convey complex information clearly
Excellent organization, planning, and multitasking skills, with strong attention to detail
Proven ability to manage competing priorities under deadline pressure
Strong analytical and problem-solving skills
Experience developing office best practices and procedures
Familiarity with FERPA and best practices for confidential student information
General knowledge of Hamline's policies, costs, and emergency procedures
Experience working with diverse students, employees, and visitors
Proficiency with Microsoft Office, G-Suite, Workday, BoardEffect, and Raiser's Edge
MINIMUM EDUCATION/EXPERIENCE/EXPECTATIONS
High school diploma or GED equivalent.
One to three (1-3) years of prior senior-level administrative coordinator or assistant experience.
Demonstrated ability to craft timely, cogent, professional communications for Provost’s use.
Experience in developing and implementing best practices in communications and office procedures and protocols.
Experience working with and maintaining confidential information.
PREFERRED EDUCATION/EXPERIENCE/EXPECTATIONS
Bachelor’s degree from an accredited college or university.
4+ years professional administrative coordinator or assistant work experience in an office environment, preferably in higher education.
REQUIRED LICENSURE/CERTIFICATION/REGISTRATION
Not applicable.
WORKING CONDITIONS / EQUIPMENT
Must be able to work on a computer for extended periods of time with or without a reasonable accommodation.
Ability to travel to on- and off-campus locations.
ADDITIONAL INFORMATION
This is a full time, non-exempt (1.0 FTE) position which requires a minimum of 40 hours a week.
Occasional evening and weekend work will be requested.
This position may require overtime as needed.
EEO/DIVERSITY STATEMENT
Hamline University does not discriminate on the basis of race; color; religion; creed; sex; sexual orientation; gender identity; gender expression; national origin; marital status; familial status; status with regard to public assistance; membership or activity in a local commission; disability; age; or protected veteran status in its education or employment programs or activities.
All questions marked ‘Required’ need to be answered in order to submit the application. It is important that your application show all of the relevant education and experience you possess. Applications may be rejected if incomplete. If rejected, you must reapply for the position in order to be considered. A resume or curriculum vitae, a cover letter outlining your qualifications for and interest in the position, contact information for 3 current, professional references, as well as copies of transcripts (if required) must be uploaded with each application.