Part-Time Administrative Coordinator to the President Emerita

External Applicants:

Please ensure all required documents are ready to upload before beginning your application, including your resume, cover letter, and any additional materials specified in the job description.

Cover Letter and Supporting Documents:

• Navigate to the "My Experience" application page.

• Locate the "Resume/CV" document upload section at the bottom of the page.

• Use the "Select Files" button to upload your cover letter, resume, and any other required supporting documents. You can select multiple files.

Important Note: The "My Experience" page is the only opportunity to attach your cover letter, resume, and supporting documents. You will not be able to modify your application or add attachments after submission.

Current Employees:

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A cover letter is required for all positions; optional for facilities, campus services, and hospitality roles unless otherwise specified.

Job Description Summary

The Part-Time Administrative Coordinator provides high-level administrative, scheduling, and logistical support to the President Emerita of Wake Forest University. Working approximately 20 hours per week, this role serves as the primary point of coordination for the President Emerita's professional activities, including calendar management, travel arrangements, correspondence, and general office operations. Working independently and with discretion, the Coordinator ensures the President Emerita's engagements are well organized, efficiently managed, and aligned with university priorities while maintaining flexibility appropriate to a part-time position.

• This position is not eligible for sponsorship of non-immigrant or immigrant visa status through Wake Forest University. All eligible applicants are encouraged to apply.

Job Description

Essential Functions

Calendar Management and Scheduling

• Manage the President Emerita's calendar, including meetings, speaking engagements, events, and virtual appointments

• Coordinate requests from internal and external constituents, exercising sound judgment in prioritizing commitments

• Arrange meeting logistics, including scheduling, location coordination, and distribution of relevant information

• Monitor scheduling conflicts and make adjustments as needed

• Maintain accurate records of upcoming commitments and follow-up needs

Travel Coordination

• Arrange travel, including flights, lodging, ground transportation, and itineraries

• Prepare and distribute travel schedules and supporting materials

• Assist with travel reimbursements and documentation as needed

Correspondence and Communications

• Draft, proofread, format, and distribute routine correspondence on behalf of the President Emerita

• Manage incoming communications (email, mail, and requests), routing or responding as appropriate

• Maintain organized records of correspondence and contacts

• Support preparation of remarks, background materials, or briefing information as requested

Office Coordination and Operations

• Serve as the primary administrative point of contact for the President Emerita's office

• Coordinate supply needs and basic office operations

• Process invoices, reimbursements, or administrative paperwork as needed

• Arrange hospitality for occasional meetings or visitors

Event and Engagement Support

• Assist with logistical planning for events, meetings, and special projects involving the President Emerita

• Coordinate materials, attendee information, and scheduling details

• Support follow-up communications as needed

Project Coordination

• Assist with short-term projects and cross-functional initiatives on an as-needed basis, managing research, task tracking, and deliverable coordination alongside daily administrative duties

Required Qualifications

• Bachelor's degree preferred; relevant experience may substitute

• Minimum of 3 years of executive or senior-level administrative experience

• Exceptional organizational skills and attention to detail

• Strong written and verbal communication skills

• Ability to manage multiple priorities independently

• High level of discretion and ability to handle confidential information

• Proficiency in Microsoft Office, Google Workspace, and virtual meeting platforms

• Professional demeanor and strong interpersonal skills

Preferred Qualifications

• Experience in higher education, nonprofit, or executive office environments

• Experience supporting senior leaders or public figures

• Familiarity with travel coordination and event logistics

Key Competencies

• Sound judgment, discretion and strict adherence to confidentiality requirements

• Flexibility and responsiveness

• Strong time management

• Ability to work independently with limited supervision

• Commitment to professionalism and service excellence

Additional Job Description

Time Type Requirement

Part time

Note to Applicant:

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.

In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

Equal Opportunity Statement

The University is an equal opportunity employer and welcomes all qualified candidates to apply without regard to race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and military or veteran status.

Accommodations for Applicants

If you are an individual with a disability and need an accommodation to participate in the application or interview process, please contact AskHR@wfu.edu or (336) 758-4700.