Administrative Coordinator, Office of the President

Full Time Staff (In Person) Denmark, SC Posted 1 month ago Applications have closed Website Voorhees University An Affirmative Action/Equal Employment Opportunity Employer ABOUT VOORHEES UNIVERSITY In celebration of its 125th year of existence on April 7, 2022, Voorhees College was renamed Voorhees University to honor founder, Elizabeth Evelyn Wight. Voorhees University is a private, diverse, historically black, coeducational, liberal arts, baccalaureate degree-granting institution affiliated with the Episcopal Church. Located in rural Denmark, South Carolina, the University serves traditional and nontraditional students primarily from South Carolina and the southeastern region of the United States; however, seeks to expand our reach both nationally and internationally. The University offers each student a comprehensive general education experience coupled with professional education in the values-centered liberal arts environment that supports educational opportunities designed to help prepare students to function in a diverse and increasingly technological society. Accordingly, the University seeks to produce highly qualified graduates who coalesce intellect and faith in pursuit of life-long learning, healthy living, the betterment of society, and an abiding faith in God. PRESIDENTIAL CHARGE AND SCOPE OF APPOINTMENT In accordance with the University's mission, Dr. Ronnie Hopkins, 10th President of Voorhees University has issued the charge and call to action articulated through the University's mantra: Begin. Believe. Become. that will advance Voorhees University to The Next Level of Excellence. President Hopkins believes and expects that Voorhees University will be nationally recognized as a premier, comprehensive liberal arts institution focused on student success, excellence and integrity. Through this charge, greater emphasis will be placed on high performing learners, highly accomplished faculty and staff, an involved community, and a supportive and dedicated alumni base. GENERAL SUMMARY OF POSITION Reporting directly to the Chief of Staff, the Administrative Coordinator to the Office of the President is a highly confidential role responsible for providing comprehensive administrative support to the Office of the President, managing their calendar, handling correspondence, coordinating meetings, arranging travel, and ensuring the smooth operation of the President's office, often requiring a high level of discretion and strong organizational skills to effectively prioritize and manage sensitive tasks. The Administrative Coordinator to the Office of the President provides critical assistance to the Chief of Staff's responsibilities related to Facilities Management. The Administrative Coordinator to the Office of the President serves as the initial face for the office and official greeter for all visitors and campus constituents to include student, faculty, staff, alumni, Board Members, and all other constituents on the behalf of the President. The Administrative Coordinator is required to open the Office of the President at 8:00 am and to manage the Office of the President through the close of the business day. Position: Administrative Coordinator to the Office of the President Division: Central Administration Salary: $40,000 - $50,000 FLSA Classification: Exempt Position Type/Duration: Full-time/12 months Position Schedule: 8:00 a.m. - 5:00 p.m., Monday - Friday (extended hours, evenings, weekends, and travel may be required) ESSENTIAL FUNCTIONS The Administrative Coordinator to the Office of the President has primary responsibility to include: Presidential & Executive Support Provide comprehensive administrative support to the Chief of Staff and the President as required. Maintain the President's master calendar using the University's approved electronic scheduling platform; prioritize appointments based on institutional urgency and directives from the Chief of Staff. Prepare the President's weekly and periodic Schedule of Responsibilities for internal and external reporting. Compile and manage the President's Guest List and official briefing materials for major events and travel. Coordinate the President's 1:1 meetings with Cabinet members, external partners, and institutional stakeholders. Prepare and coordinate execution of documents requiring the President's signature; route to appropriate parties following execution. Schedule and coordinate confidential personal appointments for the President with the utmost discretion. Promote the mission of Voorhees University to all faculty, staff, students, alumni, and to the community at large. Promote effective working relationships among faculty, staff, and students. Office & Clerical Operations Perform office management and clerical functions for the Office of the President; open the office no later than 8:00 AM and manage operations through close of business each day. Maintain proper security for all University files and information; follow privacy policies and procedures at all times including FERPA regulations governing student records. Maintain student records, records of purchases, equipment, travel records, and motor pool forms in the office. Respond to written, telephone, and in-person inquiries; take and relay accurate messages to the appropriate parties. Type, format, and distribute letters, memoranda, and official correspondence on Presidential stationery as requested. Prepare reports and other documents as requested, ensuring compliance with University brand standards, including proper letterhead, formatting, and tone. Control visitor and traffic flow for the Office of the President in a welcoming, organized, and professional manner. Maintain the Faculty and Staff directory; submit updates as they occur. Supervise and direct work-study students assigned to the Office of the President, including task assignment, ADP portal timecard oversight, and professional mentorship. Calendar, Scheduling & Travel Coordination Maintain the President's daily, weekly, and monthly calendar; send confirmations and invitations to all relevant parties with sufficient advance notice (minimum 5 business days for meetings; 10 business days for major events). Monitor for scheduling conflicts and proactively resolve them in consultation with the Chief of Staff prior to rescheduling. Coordinate all domestic and international travel arrangements for the President, Cabinet members, and designated personnel through the University's approved travel agency (Forest Lake Travel, Columbia, SC). Prepare detailed travel itineraries and briefing packets prior to each trip; process all travel requisitions and invoices per University financial policy. Maintain a comprehensive travel log with confirmation numbers, booking details, dates, and associated costs. Cabinet Meeting & Board of Trustees Support Collect all Cabinet member reports prior to each Executive Cabinet meeting and upload to the designated Microsoft OneNote Cabinet database. Prepare and distribute meeting agendas; serve as official scribe during all Cabinet meetings (in-person and virtual); produce and distribute finalized meeting minutes. Set up and manage all Zoom links and virtual meeting infrastructure for hybrid or virtual Cabinet sessions. Coordinate logistics for Board of Trustees meetings and committee sessions; prepare materials, maintain Board member contact information, and coordinate hospitality logistics for visiting Trustees. Maintain the Cabinet Meeting Standard Operating Procedure (SOP) to ensure operational continuity in the Administrative Coordinator's absence. Charter Institute of Learning Support Attend all Charter Institute Board meetings (in-person and virtual) to record official minutes and provide logistical support; transcribe and distribute finalized minutes within the established institutional timeline. Maintain a secure archive of all Charter Institute meeting records, agendas, minutes, and supporting documentation. Upload video recordings and meeting minutes to the Office of the President website and the Voorhees University Charter Institute of Learning YouTube channel following each session. Manage the Charter Institute group email list and facilitate stakeholder communications. Cross-Departmental Coordination & Event Management Serve as the primary point of contact and liaison between the Office of the President and all University departments, external partners, vendors, and stakeholders. Coordinate multi-departmental projects and initiatives at the direction of the Chief of Staff; track deliverables and follow up to ensure timely completion. Plan and coordinate all official events hosted or attended by the Office of the President including on-campus, off-campus, weekday, weekend, virtual, and community engagements. Coordinate event logistics including venue setup, catering, A/V, guest registration, printed materials, signage, and floral arrangements in partnership with Dining Services and Facilities Management. Manage conference room reservations through the electronic Facility Request system; prevent double-bookings and coordinate post-event room resets with Facilities Management. Coordinate dining and catering requests for all Presidential venues (Cherry Blossom Room, President's Dining Room, President's Residence, BTW Conference Room, Library Conference Room) in accordance with established lead times and approval protocols. Procurement, Vendor Management & Communications Submit and process requisitions, purchase orders, and invoices for events, supplies, equipment, emergency items, and services per University financial policy. Manage and coordinate all approved vendor relationships for institutional needs including print materials, branded items, signage, floral arrangements, tailoring, banners, flags, and software tools. Manage group email lists, campus-wide communications, and digital content for the Office of the President including social media coordination and institutional calendar entries. Update the Office of the President website as directed (Annual Report, Year in Review Video, Year in Review Media Booklet, and other institutional content). Facilities Management Support Manage the electronic Work Order system to document, track, and resolve all campus maintenance and repair requests on a timely basis. Manage and oversee the electronic Facility Request system to ensure all campus events are properly set up as requested by approved personnel. Develop and implement an electronic Central Receiving operational system for all packages received via FedEx, UPS, and other carriers to improve campus communications and documentation of receipt. Develop methods and timetables for work accomplishment of all campus projects at the direction of the Chief of Staff. Develop and maintain appropriate work schedules and work records for all personnel employed in the Facilities Management department, including overseeing the ADP portal for accurate timecards. Maintain an updated list of building managers for all campus structures. Coordinate with external, outsourced vendors and consultants as directed, maintaining records of contracts, project milestones, and deliverables. Weekend & Ceremonial Obligations Attend scheduled weekend events in support of the President and the University's mission, including chapel and Episcopal church services, alumni events, fundraising galas, commencement exercises, and community engagement activities. Provide full logistical and Presidential support during major institutional ceremonies and events including Founder's Day Convocation, Baccalaureate, Commencement, and the Presidential Scholarship Gala. Perform other duties as assigned. PHYSICAL DEMANDS Standard Office Environment EDUCATION Bachelor's degree from an accredited institution preferred, appropriate certificates and diplomas considered. REQUIRED QUALIFICATIONS Office management background and accounting and/or bookkeeping understanding. Demonstrated ability to handle highly confidential and sensitive information with absolute discretion. Proficiency in Microsoft Office Suite (Word, Outlook, Excel, OneNote, Teams); experience with Zoom meeting management preferred. PREFERRED QUALIFICATIONS Professional appearance and demeanor. Exhibit excellent communication skills, sound judgment, and decisive leadership. Impeccable integrity and ability to treat all within the collegiate environment, especially students, fairly, unbiasedly, and justly. Demonstrated history of strong leadership and successful implementation of complex initiatives. Demonstrated experience with office management. Previous experience working in a liberal arts or HBCU environment. Demonstrated support for higher education and its mission. Exceptional management competency. Office management and leadership driven by Policy and Procedures. Internal and external relationship building. Strong written and oral communication proficiency. Possess strong public speaking, small group communication, and interpersonal skills. Effective interpersonal communication, writing, and organizational abilities. Civility in all interactions. Demonstrate effective follow-up and task management across multiple concurrent priorities. Must promote accountability and integrity in advancing an overall commitment to the University's core values with an additional familiarity, dedication, and loyalty to the institution's history and traditions steeped in the Episcopal Church. Exceptional customer service and professionalism. Great sense of humor. APPLICATION INFORMATION Review of applications will begin immediately and continue until the position is filled. Please submit an employment application, cover letter detailing your interest and qualifications for the position, resume, and relevant transcript to apply.