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Senior Coordinator, Operations and Administration

Employer
University of St. Augustine for Health Sciences
Location
Florida, United States
Salary
Salary Not Specified
Posted Date
Apr 26, 2021

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Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs, Facilities Management & Physical Plant, Conference & Special Event Administration
Employment Level
Administrative
Employment Type
Full Time
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The mission of The University of St. Augustine for Health Sciences is the development of professional health care practitioners through innovation, individualized, and quality classroom, clinical, and distance education.

GENERAL SUMMARYThe Senior Coordinator, Operations and Administration is responsible for ensuring the coordination, facilitation, and implementation of administrative services and activities for the assigned departments and campuses. Specific responsibilities will include campus events, logistics for student activities, space assignments, financial operations, purchasing and coordination of maintenance services to ensure the efficiency and success across all programs and departments on campuses. In addition, the Senior Coordinator will provide administrative and operational support to assigned department managers and will require the ideal candidate to be professional, proactive, and able to anticipate the needs of senior leadership. Reporting to the Chief Financial Officer (CFO) and Executive Director, Facilities and Campus Operations, this individual will work closely with the management and campus leadership teams to accomplish the overall mission of the University by attending to the safety, well-being, and success of the faculty, staff, and students.
ESSENTIAL DUTIES AND RESPONSIBILITIESResponsibilities include:
Administrative:• Calendaring to include coordinating, scheduling, and updating of calendars across time zones and geographies; work in collaboration with other administrative assistants across the vertical to coordinate group meetings.• Manage travel itineraries to include coordinating flight, transportation, and lodging arrangements.• Provide a bridge for smooth communication between the senior leader’s office and internal departments, while demonstrating credibility, confidentiality, trust, and support.• Manage expense reports in COUPA and through manual methods if necessary to ensure timely and correct reimbursement.• Provide meetings and campus event support to include arranging meeting logistics; preparing agendas, collecting information, arranging live meetings/interactive software, video conferences, conference calls, hotel accommodations, catering, room set up, document preparation, coordinate offsite meetings and logistics, etc.• Prepare documents such as spreadsheets and PowerPoint presentations, create and maintain organizational charts, handle correspondence, take meeting minutes, and prepare documents as directed.• Prepare, process, and maintain database for special reports including invoices, check requests, time off forms, expense reports, memberships, subscriptions, and other needs as directed.• Establish and maintain an organized system for maintaining regular and confidential files and records.• Anticipate the needs of the campuses; provide suggestions and input to improve current processes and procedures.• Responsible for monitoring / ordering supplies, managing office equipment requests in relation to maintenance; printers, copier service calls, and other needs as requested.
Campus Operations:• Responsible for planning, coordinating, and implementing activities in support of campus programs and services; specifically, the implementation of facilities projects. • Assists in coordinating work sessions with developers, architects, contractors and other external constituents. • Coordinates financial operations to include purchasing, invoice processing, the budget management of capital projects and maintenance. • Facilitates the effective execution of campus emergency procedures; responds to building and campus emergencies, contacts the appropriate administrator for immediate follow up regarding incidents, and ensures proper documentation and reporting procedures are met. • Assists in coordinating classroom/space allocation for campuses across degree programs, student engagement and community events; troubleshoots and escalates issues as they arise. • Performs special assignments and project management as requested.
OTHER DUTIES AND RESPONSIBILITIESMay perform other duties and responsibilities that management may deem necessary from time to time.
POSITION IN ORGANIZATIONReports to: Chief Financial Officer and Executive Director, Facilities and Campus OperationsPositions Supervised: None
TECHNICAL, MANAGERIAL & PEOPLE SKILLS REQUIREDTo perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Incumbents will be evaluated, in part, based on performance of each essential function. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
EDUCATION and/or EXPERIENCE• Bachelor’s degree required with Master’s degree in related field highly preferred.• Minimum of 5-7 years of experience in an administrative support role, preferably at the executive level.• Minimum of 3 years of experience with facilities and operations.• Experience in higher education, capital planning and facilities maintenance, highly preferred.• Project management certification (PMI), highly preferred but not required.
TRAVEL• This is a campus-based position, requiring presence on campus five days per week during normal campus operating hours; schedule may require occasional weekend work. • Minimal travel required, less than 10%
BUSINESS COMPETENCIESTo perform the job successfully, an individual should demonstrate the following competencies:• Collaborates - Building partnerships and working collaboratively with others to meet shared objectives.• Being Resilient - Rebounding from setbacks and adversity when facing difficult situations.• Instills Trust - Gaining the confidence and trust of others through honesty, integrity, and authenticity.• Drives Results - Consistently achieving results, even under tough circumstances.• Innovation - Creating new and better ways for the organization to be successful.• Customer Focus - Building strong customer relationships and delivering customer-centric solutions.
ADDITIONAL COMPETENCIES• Must possess solid and advanced level skills in MS Outlook, Word, Excel, PowerPoint, and SharePoint. Knowledge of Visio is a plus.• Must be a detail-oriented, self-starter who can work both individually and in a collaborative team environment; can handle multiple tasks in a constantly changing environment.• Strong ability to multitask and handle competing priorities, solid organizational skills, customer service oriented, ability to communicate well• Excellent written and verbal communication skills; excellent listening and assimilation skills and the ability to thrive in a fast changing environment.
The University of St. Augustine for Health Sciences is an equal opportunity at will employer and does not discriminate against any employee or applicant for employment because of age, race, religion, color, disability, sex, sexual orientation or national origin.
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