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Internal Application: Senior Administrative Coordinator

Business Affairs | Salem, VA | Full Time | Opened 15 days ago

Job Description

We are seeking a highly organized and strategic individual to serve as the Senior Administrative Coordinator to the Vice President of Finance and Administration. In this role, you will provide administrative support while working closely with the VP to ensure the smooth operation of the division. This position requires a combination of strong leadership and communication skills, financial acumen, and the ability to manage complex projects in a dynamic environment.

Key Responsibilities:

  • Serves as the primary contact for the Office of Finance and Administration, including coordinating communication and action items resulting from interaction with a wide range of stakeholders, which may include members of the board of trustees, donors and key vendors, among others.
  • Coordinates office coverage and ensures consistent and professional standards for office operations.
  • Manages day-to-day office operations and workflows, including monitoring and reconciling expenses, entering work orders, preparing and processing mail, ordering supplies, and managing vendor contracts.
  • Coordinate and manage the VP's calendar, scheduling appointments, meetings, and travel arrangements as needed.
  • Ensures timely and responsive communication with internal and external parties, anticipating the Vice Presidents needs in preparing for meetings and providing all materials necessary for each day’s schedule. Prepare agendas, documents, and presentations for meetings attended by the VP, and take meeting minutes as required.
  • Collaborate with the VP and department heads to develop and implement strategic initiatives to achieve goals and objectives.
  • Provide guidance and support to divisional units on administrative processes and procedures to ensure efficiency and compliance with relevant regulations.
  • Create various reports and processes to support divisional achievement of goals and objectives.
  • Manage special projects and initiatives on behalf of the VP, including coordinating cross-functional teams and monitoring project timelines.
  • Collaborate with the Budget Director in the development and management of the department budget. Manage office expenditures, tracking expenses, reconciling the VPs credit card, and processing check requests.
  • Collaborate with other members of the administrative team and provide backup support as needed to ensure departmental goals are met.
  • Assist in the development and implementation of policies and procedures related to finance, administration, and risk management.
  • Assist in planning and coordinating departmental and divisional events and meetings, ensuring that logistical arrangements are made, and deadlines are met.
  • Serve as a liaison between the VP and other departments within the college, as well as external stakeholders such as vendors, auditors, and regulatory agencies.
  • Performs other duties and special projects as assigned.

Education, Experience, Skills, and Abilities:

  • Bachelor’s degree in finance, Business Administration, or a related field; relevant advanced degree preferred.
  • Minimum of 5 years of experience in finance, administration, or a related field, with demonstrated administrative and project management capabilities.
  • Significant experience the daily operations of an executive level office including reception, phone, correspondence; managing calendars, coordinating meetings, and providing a wide array of administrative and technical support.
  • Strong analytical proficiency with exemplary communication and project management skills.
  • Exemplary proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
  • Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
  • Be adept at collaborating and communicating effectively with internal and external College constituencies including faculty, staff, students, parents, alumni, trustees and community representatives.
  • Discretion and integrity, with the ability to manage confidential information with sensitivity and professionalism.
  • Initiative-taking mindset and the ability to anticipate the needs of the VP and take initiative to address them. Proven ability to problem solve, exercise judgement, and triage issues, as appropriate.
  • Exceptional analytical and organizational skills, attention to detail, follow-through, and the ability to manage multiple priorities in a fast-paced, complex environment.
  • Commitment to diversity, equity, and inclusion and a “student-ready, student-first” orientation.

Join us in our mission to provide an exceptional educational experience and make a positive impact on the lives of our students and community. If you are a motivated and highly organized professional with a passion for excellence, we encourage you to apply for this exciting opportunity.

About Roanoke College

Roanoke College is a place where every student who works hard has the opportunity to succeed. We champion potential, providing essential learning and leadership through innovative academic programs and transformative educational experiences, giving students the mettle, mindset, and empathy to pursue lives of purpose, build meaningful careers, and meet society’s most pressing needs. Located in scenic Salem, Virginia, Roanoke College is an intimate, welcoming community that has served the local region and beyond for nearly 200 years. Now, we’re building on momentum and offering a Roanoke experience for today’s students and a legacy that belongs to every Maroon.

Roanoke College is a nationally ranked residential liberal arts college affiliated with the Lutheran Church (ELCA), located in the beautiful Roanoke Valley of Virginia. A Phi Beta Kappa institution, Roanoke College is an equal opportunity employer and actively seeks diversity among its faculty, staff, and students; women and members of under-represented groups are especially encouraged to apply.