Coordinator, Administrative Operations

The Coordinator, Administrative Operations role provides comprehensive administrative and operational support for the Enrollment Management division, ensuring efficient day-to-day operations and exceptional customer service for internal and external stakeholders. This position coordinates scheduling, communications, travel, purchasing, logistics, and office support while serving as a primary front-facing representative for Enrollment Management. The role also supports recruitment initiatives, student employee coordination, and special projects, contributing to the successful execution of the division's strategic priorities.

Visa sponsorship is not available for this position.

Outstanding U of A benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; U of A/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to U of A recreation and cultural activities; and more!

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Executive & Administrative Support

• Serve as the front desk representative for the Enrollment Management executive suite by greeting visitors, directing inquiries, and responding to phone calls, emails, and general correspondence.
• Support administrative needs and routine communications for Enrollment Management leadership, serving as a point of contact for internal and external constituents when appropriate.
• Coordinate calendars, meetings, and scheduling for assigned Enrollment Management leadership and team members.
• Provide travel support for assigned team members, including preparing travel authorizations, coordinating itineraries and reservations, and assisting with expense reconciliation in accordance with university policies.
• Process purchasing transactions and PCard purchases for assigned leadership team members following established university procedures and guidelines.
• Gather, compile, verify, and prepare information for reports, organizational charts, and other administrative documents.
• Provide administrative support for departmental operations, including maintaining office supply inventories, processing routine requests, supporting office logistics, and providing backup calendar support for the Vice President of Enrollment Management and Dean of Admission, as needed.

Operational, Event & Recruitment Support

• Coordinate the collection, sorting, and distribution of departmental mail and deliveries.
• Provide administrative support for Enrollment Management events by coordinating transportation, hotel estimates, catering, space reservations, event materials, and other logistical needs.
• Coordinate the inventory, storage, distribution, and fulfillment of recruitment marketing materials, event supplies, and promotional items to support recruitment and outreach efforts.
• Receive, track, and fulfill University promotional item ("swag") requests submitted through Slate, email, and other established request channels.
• Assist with maintaining organized workspaces, storage areas, and operational resources to support efficient departmental operations.

Student Employee Assistance & Special Projects

• Support the day-to-day workflow of student office employees by assigning routine tasks, monitoring schedules, assisting with onboarding and training, and providing guidance on office procedures.
• Assist the Administrative Operations Manager and Chief of Staff with departmental initiatives, special projects, and other administrative duties as assigned.

Additional Information

• Must be able to lift boxes/materials up to 20 pounds.
• Works in a front desk/forward-facing environment.

Knowledge, Skills, and Abilities:

• Excellent customer service skills.
• Strong organizational skills and attention to detail.
• Ability to follow laws and guiding principles of enrollment work, including FERPA regulations.
• Effective communicator with various populations via email, telephone, in-person, and other modalities.
• Ability to handle confidential and sensitive information.

This job posting reflects the general nature and level of work expected of the selected candidate(s). It is not intended to be an exhaustive list of all duties and responsibilities. The institution reserves the right to amend or update this description as organizational priorities and institutional needs evolve.

• High school diploma or high school diploma equivalency is required.
• Minimum of 3 years of relevant experience, or equivalent combination of education and work experience.