Administrative Coordinator / Senior Administrative Coordinator, College of Arts and Sciences Vanguard University - 4.4 Costa Mesa, CA Job Details Full-time 1 day ago Qualifications Optimizing workflow processes Project team coordination Financial operations Correspondence management Confidential information handling Microsoft Excel Office activity coordination Microsoft Outlook Educational events Faculty collaboration Student record keeping Academic institution experience Operations coordination planning Executive administrative support Mid-level Communication platforms Bachelor's degree Decision making Collaborative technology platforms Organizational skills Microsoft Teams Purchasing Managing projects Experience at colleges/universities Academic program coordination Managing executive calendars Process improvement planning Expenditure monitoring Documentation Handling Student activities (student support initiatives) Full Job Description Description Vanguard University is seeking an Administrative Coordinator or Senior Administrative Coordinator to provide comprehensive administrative and operational support to the Dean of the College of Arts and Sciences and the Director of the Vanguard University Honors Program (VUHP). This position coordinates key administrative processes, communications, academic activities, and special projects that support the effective operation of the College and Honors Program. Serving as a central resource for faculty, staff, students, and University partners, the position manages multiple priorities, facilitates cross-functional processes, monitors deadlines and deliverables, and resolves administrative and operational matters. A significant component of the position is coordinating the administrative operations of the Vanguard University Honors Program, including student communication, course planning support, program events, records, and other initiatives in partnership with the Honors Program Director. This position may be filled at either the Administrative Coordinator or Senior Administrative Coordinator level based on the selected candidate's qualifications, relevant experience, and demonstrated ability to independently manage the scope and complexity of the position.

POSITION DUTIES

The core responsibilities of the position are consistent across both levels. At the Senior Administrative Coordinator level, responsibilities are performed with a higher degree of independence, judgment, complexity, and ownership based on the incumbent's experience and qualifications. Dean's Office Administration Coordinate administrative operations and priorities for the Dean's Office, ensuring timely completion of assignments, projects, and recurring College processes. Manage the Dean's calendar and coordinate meetings, appointments, events, and other scheduling needs involving internal and external constituents. Coordinate College communications and serve as a key administrative liaison among the Dean, faculty, staff, students, and University departments. Track College deadlines, required reports, approvals, and other administrative deliverables and proactively follow up with appropriate stakeholders. Coordinate purchasing, reimbursements, budget tracking, and financial documentation in partnership with the Dean and appropriate University offices. Prepare and organize correspondence, reports, meeting materials, presentations, records, and other administrative documentation. Maintain College records and administrative systems, ensuring information is accurate, organized, and readily accessible. Identify administrative needs and recommend improvements to processes, workflows, and organizational practices. Honors Program Coordination Coordinate day-to-day administrative operations of the Vanguard University Honors Program in partnership with the Program Director. Serve as a primary point of contact for current and prospective Honors students regarding program requirements, processes, activities, and resources. Coordinate communications with Honors students and maintain accurate program records, databases, cohort information, and student documentation. Partner with the Honors Program Director to coordinate Honors course offerings based on cohort needs and program requirements. Plan and coordinate Honors Program events, activities, meetings, and other student experiences, including logistics, communications, materials, and follow-up. Maintain mentor information and coordinate administrative aspects of mentor engagement. Monitor program timelines, upcoming needs, and recurring activities to ensure program requirements and deadlines are met. Assist the Director with special projects and initiatives supporting the continued development of the Honors Program. Administrative Operations Coordinate administrative processes and facilitate effective workflow between College departments and other University offices. Partner with department chairs, graduate program directors, faculty, College staff, and University offices to ensure reporting requirements and administrative deadlines are met. Serve as an administrative resource to College departments, helping resolve questions and coordinate requests with appropriate University partners. Support College-wide meetings, events, academic initiatives, and special projects from planning through execution. Exercise independent judgment in addressing routine administrative matters and escalate more complex issues as appropriate. Provide cross-functional administrative support to other areas of the College as priorities and operational needs arise. Maintain confidentiality and exercise discretion when handling sensitive student, faculty, personnel, and University information. Perform other duties as assigned including participation in annual commencement ceremonies.

SKILLS & QUALIFICATIONS

Administrative Coordinator - Required Bachelor's degree or equivalent combination of education and relevant experience. Minimum of two years of progressively responsible administrative, program coordination, higher education, or related professional experience. Demonstrated ability to coordinate administrative processes, projects, meetings, and events while managing multiple priorities. Strong organizational skills with excellent attention to detail and follow-through. Excellent written, verbal, and interpersonal communication skills. Ability to establish priorities, meet deadlines, and follow up on outstanding items with limited supervision. Strong problem-solving skills and ability to exercise sound judgment in resolving routine administrative matters. Ability to work collaboratively and effectively with faculty, staff, students, senior leaders, and external constituents. Ability to handle sensitive and confidential information with professionalism and discretion. Proficiency with Microsoft Office applications, including Word, Excel, Outlook, PowerPoint, and Teams, with the ability to learn University systems and technology platforms. Alignment with and enthusiastic support of the mission, principles, and philosophies of Vanguard University and the ability to sign and align with the University's Statement of Faith. Senior Administrative Coordinator - Required Bachelor's degree or equivalent combination of education and relevant experience. Minimum of four years of progressively responsible administrative, program coordination, higher education, or related professional experience. Demonstrated experience independently coordinating complex administrative processes, projects, programs, or initiatives involving multiple stakeholders. Demonstrated ability to anticipate administrative and operational needs, establish priorities, and move work forward with a high degree of independence. Strong organizational and project coordination skills with demonstrated ability to manage multiple complex priorities, deadlines, and deliverables. Excellent written, verbal, and interpersonal communication skills, including experience communicating effectively with senior leaders and a broad range of internal and external constituents. Demonstrated ability to exercise independent judgment, resolve complex administrative matters, and determine when escalation is appropriate. Experience identifying opportunities for process improvement and implementing more effective administrative practices or workflows. Ability to handle sensitive and confidential information with a high degree of professionalism and discretion. Advanced proficiency with Microsoft Office applications and demonstrated ability to effectively utilize administrative systems, databases, and technology platforms. Alignment with and enthusiastic support of the mission, principles, and philosophies of Vanguard University and the ability to sign and align with the University's Statement of Faith. Preferred Qualifications - Both Levels Experience in higher education, academic administration, or student services. Experience supporting academic leadership, multiple departments, or multiple organizational leaders. Experience coordinating academic programs, student programs, or complex events. Experience with budget tracking, purchasing, reporting, and administrative recordkeeping. SALARY This is a non-exempt, full-time, benefit-eligible position.

Expected Pay Range:

$28.00-$31.25 per hour. This position may be filled at either the Administrative Coordinator or Senior Administrative Coordinator level. The final title and compensation will be determined based on the selected candidate's experience, qualifications, and demonstrated ability to perform at the appropriate level. Placement within the salary range is commensurate with education and experience. The posted salary range reflects the anticipated hiring scale for the position. Vanguard University also offers a competitive and generous benefits package. EOE Statement Vanguard University is committed to ensure that all candidates have an equitable opportunity to apply for and participate in the selection process. As a university, we hold firm to the application of the reasonable accommodation process in accordance with the Americans with Disabilities Act of 1990. If you require an accommodation because of a disability in order to participate in any phase of the application process, or if you would like to request this information in an alternative format, please call Ken Bott, Sr. Director of Human Resources, at 714-662-5287. Vanguard University is an equal opportunity employer and prohibits discrimination or harassment of any kind against individuals of race, color, national origin, disability, pregnancy or any other characteristic outlined by federal, state, and local laws. Where permitted by law and in relation to the school's heritage and mission, Vanguard does exercise religious preference throughout the University and therefore employs individuals who are compatible with the institution, mission and statement of faith. This applies to all employment practices within the university. Vanguard is committed to a hiring process that is based on candidate's qualifications, merit, and operational needs of the university. Category College of Arts & Sciences Full-Time/Part-Time Full-Time Exempt/Non-Exempt Non-Exempt This position is currently accepting applications.