Senior Administrative Operations Coordinator

Senior Administrative Operations Coordinator

The School of Computing, Data Sciences & Physics (CDSP), through its initiatives and activities, marshals the involved disciplinary areas to meet the most pressing needs of our time. The School provides a vibrant and inclusive community for faculty teaching and conducting research and for students pursuing programs in the fields of applied science, computer science, data science, and physics. The Senior Administrative Operations Coordinator provides advanced administrative and operational support for the School of Computing, Data Sciences, and Physics (CDSP) and serves as a key coordinating resource across school-wide functions, initiatives, and events. This position supports senior academic and administrative leaders, oversees front office and shared-space operations, coordinates administrative processes and logistics, and supports special projects and cross-functional initiatives. The role requires strong judgment, ability to exercise discretion, strong organizational skills, and a high level of professionalism in a fast-paced academic environment with multiple stakeholders.

The Senior Administrative Operations Coordinator plays a key role in maintaining the day-to-day operations of the CDSP Dean's Office by providing administrative, logistical, and customer service support. This position works closely with the Executive Assistant and Advisor to the Dean to coordinate workflows, manage office functions, and ensure continuity of operations. The position serves as a primary point of contact for visitors, manages shared spaces and scheduling logistics, supply room management, and performs a range of administrative duties that enhance efficiency and allow senior staff to focus on strategic priorities. The role also supports school-wide initiatives, including academic program reviews, events, and student & faculty-facing programming such as orientations and open houses. The role supports the Vice Dean for Undergraduate Studies with scheduling, coordination, and administrative tasks, and may assist the Director of Communications and Marketing with routine operational needs. In addition, the position manages front office responsibilities, oversees shared spaces, and handles essential administrative processes such as room scheduling, supply management, and meeting support. The position ensures that timelines, materials, and logistics are well-organized and executed efficiently.

Required Qualifications:

• Bachelor's degree or equivalent combination of education, training, and experience.
• Progressively responsible experience in administrative support, office coordination, or customer service experience (typically 3+ years).
• Experience supporting senior leadership or academic administrators.
• Demonstrated ability to manage multiple tasks and prioritize effectively.
• Strong organizational, time-management skills, and problem-solving skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) or similar tools.
• Strong interpersonal skills and a customer-service orientation.
• Ability to maintain confidentiality and exercise sound judgment.
• Experience coordinating meetings, managing calendars, or scheduling resources.

Preferred Qualifications:

• Experience in higher education or a similar complex organizational environment.
• Familiarity with event coordination and/or communications support.
• Experience managing shared office spaces or front desk operations.
• Familiarity with scheduling systems, room reservation platforms, or other tools.
• Ability to learn institutional systems and processes quickly.

Conditions of Employment:

• This is a non-exempt position, which may be eligible to receive overtime in accordance with the Fair Labor Standards Act.

Job Duties:

50% - Administrative Support for Senior Level Administrators:

• Provide administrative and operational support to: Executive Assistant and Advisor to the Dean, Vice Dean for Undergraduate Programs, and Director of Communications & Marketing, as assigned.
• Coordinate calendars, meetings, scheduling requests, and related follow-up activities for senior leaders.
• Assist with coordinating meetings, events, or outreach activities.
• Prepare meeting materials, reports, presentations, correspondence, and other administrative documents.
• Create forms, memos, documents to support various administrative and operational processes.
• Provide backup scheduling support for the Dean.
• Track action items, deadlines, and follow-up tasks to support timely completion of priorities.
• Support day-to-day operational needs of the Dean's Office to ensure efficient workflow and service delivery.

20% - School-Wide Initiatives, Programs, & Events:

• Coordinate administrative and logistical aspects for academic program review processes, including scheduling, travel logistics, documentation coordination, and materials preparation.
• Support planning and execution of school-wide events, including faculty/staff events and external engagements.
• Coordinate operational logistics for student-facing programs such as orientations, open houses, and recruitment activities.
• Serve as a central point of coordination across units to ensure alignment on program timelines and deliverables.
• Maintain organized records, materials, and communications related to recurring initiatives.
• Identify opportunities to improve efficiency and consistency in program execution.

15% - Front Office Operations, Facility Management and Customer Service:

• Serve as the primary point of contact for departments, visitors, and general inquiries.
• Ensure professional front office coverage and customer service standards.
• Triage and route requests to appropriate office, unit, or personnel.
• Manage conference room scheduling, usage, and related logistics.
• Oversee shared spaces to ensure cleanliness, organization, and functionality.
• Manage office and common area supplies, including ordering and inventory tracking.
• Help maintain smooth daily office operations by anticipating needs and resolving routine operational issues.

15% - Project & Process Coordination:

• Support implementation of new procedures, systems, tools, or practices that improve administrative operations.
• Support execution of special projects on behalf of the Dean's Office, Vice Dean, or Executive Assistant.
• Track project timelines, deliverables, and follow-ups across multiple stakeholders.
• Assist in developing and maintaining administrative processes and workflows.
• Monitor recurring administrative cycles and ensure deadlines and requirements are met.
• Contribute to process improvement efforts to enhance operational efficiency.

Posting Range: Up to $58,000 commensurate with experience and internal alignment