Admin/Communications Coordinator

Roles & Responsibilities

• Act as a liaison between the Manager and internal departments, external partners, and stakeholders
• Coordinate and assist in the planning of departmental meetings, events, and special projects
• Coordinate the process of payments to vendors, follow up with various external agencies on milestone completion
• Manage confidential and sensitive information with discretion and maintain an organized filing system
• Gather and compile data for reports, presentations, and other documents, ensuring accuracy and completeness
• Assist in maintaining databases, contact lists, and other essential department records
• Support the Manager in project management, tracking deadlines, progress, and deliverables
• Assist in researching and gathering information for communication initiatives, campaigns, and strategies
• Help with the coordination and execution of various communication projects
• Handle expense reports, budget tracking, and procurement activities as required
• Manage the COO/Director's calendar, schedule appointments, and coordinate meetings, ensuring that the Director's time is optimized
• Handle incoming communications, including phone calls, emails, and correspondence, and prioritize actions as needed
• Contribute to the execution of special initiatives, events, and projects as directed by the Director
• Collaborate with other administrative personnel in the university to ensure effective cross-departmental coordination

Qualifications

• Bachelor's degree in a relevant field or equivalent experience.
• Proven experience (typically 3+ years) in executive support or administrative roles, preferably in a communications or higher education setting.

Skills Required

• Excellent organizational and time management skills
• Strong written and verbal communication skills
• Proficiency in office software (e.g., Microsoft Office suite, Google Workspace) and familiarity with office equipment and technology.
• Discretion and the ability to handle sensitive information with professionalism.
• Detail-oriented and proactive in anticipating needs.
• Ability to work independently and collaboratively in a fast-paced environment.