Administrative Coordinator - Department of Finance

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Coordinates the Department of Finance office operations. Provides administrative support to the Department Chair and the Department of Finance. Provides confidential administrative and operational support, coordinates workflow and scheduling, and ensures consistent execution of core administrative processes (finance/procurement coordination, travel support, documentation, and routine HR/payroll coordination). Works collaboratively with faculty, staff, students, and college/university offices to ensure smooth operations.

• 50% – Essential – Chair & Department Operations

  Provides daily administrative support to the Chair, including triaging requests, organizing priorities, tracking deadlines, and ensuring timely completion of action items. Coordinates scheduling and meeting logistics, including confirmations and follow‑up as needed. Provides administrative support for Chair and department meetings (e.g., agenda support, room/Teams setup, materials distribution, and action‑item tracking as requested). Drafts, edits, and formats correspondence and routine department administrative communications on behalf of the Chair.
  
  Maintains organized records for Chair‑ and department‑facing administrative processes (approvals, memos, reference files, recurring reports, and process documentation). Serves as a front‑line point of contact for the department office; responds to routine inquiries and routes requests to the appropriate owner.

• 25% – Essential – Fiscal Coordination, Procurement, and Internal Controls

  Coordinates purchasing and procurement processes; prepares and submits requisitions/orders and supports purchasing workflows in university systems. Maintains department‑level budget tracking and periodic reporting (including appropriate departmental and foundation accounts as applicable). Coordinates reconciliation support and documentation (e.g., P‑card documentation, account reviews, deposits) and maintains supporting records for audit readiness. Maintains checklists and documentation to support internal controls and compliance with university and college policies.
  
  Serves as liaison with college/university business offices to resolve routine finance/procurement issues.

• 10% – Essential – Travel, Visitors, and Administrative Logistics

  Coordinates travel arrangements and reimbursement support for faculty/staff/visitor department‑related travel, using the university travel system and processes. Supports faculty candidate and visitor logistics as assigned (scheduling, itineraries, travel coordination, reimbursements, and hosting details) in partnership with relevant faculty/staff. Coordinates department operational logistics (space requests, basic facilities/service tickets, supplies, and common‑area needs) to ensure the office runs smoothly.

• 10% – Essential – HR / Payroll Coordination

  Coordinates routine timekeeping processes as applicable (e.g., reminders, basic review for completeness, routing to approvers, and issue resolution with appropriate offices). Supports hiring and onboarding processes for faculty, staff and students as needed by preparing and routing documentation, maintaining required checklists, and coordinating required steps with HR and other offices (including international processes where applicable). Maintains reference materials and standard operating procedures (SOPs) to ensure consistent, timely processing of recurring HR/payroll processes.

• 5% – Essential – Process Documentation and Operational Improvement

  Develops, maintains, and improves departmental administrative documentation (SOPs, checklists, templates, trackers, and calendars) for recurring workflows (e.g., travel, purchasing, reimbursements, hiring/onboarding, meeting support). Identifies opportunities to streamline administrative operations, proposes improvements to the Chair for consideration. Maintains shared resources in an organized, accessible format for continuity and cross‑coverage.

• Education:
  
  High School or Equivalent
• Work Experience:
  
  1+ years of experience supporting an office, manager, or team with…