Administrative Coordinator

Founded in 1854, Hamline was the first university in Minnesota and among the first coeducational institutions in the nation. Hamline University provides a world-class education for undergraduate and graduate students. Our faculty, staff, and students cultivate an ethic of civic responsibility, social justice, and inclusive leadership and service. Hamline University is an Equal Opportunity employer.

Hamline University does not discriminate on the basis of race; color; religion; creed; sex; national origin; marital status; familial status; status with regard to public assistance; membership or activity in a local human rights commission; disability; age; protected veteran status; or any other status protected by applicable law in its education or employment programs or activities. The University will provide reasonable accommodations to qualified individuals with disabilities.

JOB SUMMARY

The Administrative Coordinator supports the Provost, Chief Operating Officer (COO), and Dean of the Faculty by managing schedules, coordinating office operations, and handling written communications on their behalf. As often the first point of contact for the Provost's Office, this role is central to its effectiveness and image, and regularly involves confidential materials requiring discretion and professionalism.

ESSENTIAL FUNCTIONS

AND RESPONSIBILITIES Calendar, Scheduling, and Administrative Support Manage the COO's and Provost's busy and ever-changing schedules with complete accuracy, including background materials; develop standard processes for handling meeting requests Book meeting spaces and hybrid logistics, take notes, and track action items Work ahead on weekly, monthly, and yearly commitments; communicate calendar updates clearly and promptly Prepare briefing materials and reports; follow up on outstanding documentation requests Book travel and manage itineraries Handle expense reports, credit card reconciliation, invoices, and vendor payments Provost and Dean of the Faculty Office Coordination Greet and assist visitors, representing the Provost's Office professionally Screen calls and emails; manage appointments and meeting attendees Liaise with administrative assistants, faculty assistants, and service providers to keep the office running smoothly Plan and execute events for the COO, Provost, and Dean of Faculty (e.g. space, A/V, catering, room setup) Communication Exercise discretion in handling confidential University information Serve as first point of contact for the [email protected] inbox and related individual accounts, as requested; draft responses for review Draft talking points and presentations for the Provost, COO, and Dean of Faculty Support campus communications through drafting and proofreading Other duties as requested.

REPORTING RELATIONSHIPS This position reports to the: Interim Provost or, upon hire, Senior Director of Academic Operations This position does not supervise other employees. This position does not supervise…

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