Administrative Coordinator

About the Role

The Administrative Coordinator is a crucial operational role within the Information Systems & Supply Chain Management (IS/SCM) Department at Howard University. This position manages daily office operations, including financial and travel processes via Workday, event coordination, and provides comprehensive administrative assistance to faculty, enabling them to concentrate on teaching, research, and strategic priorities. The role requires fostering a dynamic and welcoming atmosphere for students, faculty, alumni, and external associates.

This is a full-time position based onsite, with work hours from 9:00 a.m. to 5:00 p.m., Monday through Friday.

Key Responsibilities

• Supervise office workflows and implement efficient administrative procedures to maintain a professional and student-focused environment.
• Act as the primary contact for visitors, students, and faculty, delivering accurate information and courteous service in alignment with departmental standards.
• Create and oversee both electronic and physical filing systems to ensure organized, accessible, and secure document management.
• Manage incoming mail, emails, and phone requests; draft, revise, and distribute departmental communications.
• Administer financial and administrative processes through Workday, including requisitions, purchase orders, payments, reimbursements, and expense reporting, ensuring compliance with university policies.
• Coordinate travel arrangements for faculty and staff, including authorizations, registrations, and expense reconciliations, adhering to sponsor and institutional requirements.
• Maintain accurate bookkeeping for departmental finances, assign budget codes, monitor expenditures, and reconcile accounts with the Finance department.
• Produce budget and activity reports utilizing basic data analysis and visualization to assist in decision-making.
• Provide proactive support for faculty in carrying out strategic initiatives such as curriculum updates, partnerships, accreditation, research, and grant applications.
• Assist with report and proposal preparation, formatting, and submission for internal and external audiences.
• Organize faculty recruitment, onboarding processes, and personnel documentation in cooperation with HR and the Dean’s Office.
• Serve as a primary contact for prospective students, current majors, and alumni, facilitating connections to faculty and resources.
• Support programs that enhance student engagement, alumni relations, communications, and recognition efforts.
• Coordinate logistics for multiple departmental events annually, including industry talks, alumni networking, competitions, and advisory meetings.
• Handle travel, lodging, honoraria, and campus arrangements for guest speakers and visitors.
• Schedule and support faculty meetings and committees, prepare agendas, take minutes, and track follow-up actions.
• Maintain accurate data in university systems to support course scheduling, room assignments, and faculty workloads.
• Track and report on departmental metrics such as enrollment, event participation, and budget usage.
• Lead, train, and supervise student workers, graduate assistants, and support staff, fostering a professional and collaborative office culture.
• Perform additional duties as assigned within the scope of the position.

Required Qualifications

• Bachelor’s degree or a comparable mix of education and relevant experience.
• At least three years of progressively responsible administrative experience, preferably within higher education, nonprofit, or professional services settings.
• Experience supporting senior leadership or academic programs with complex administrative, financial, and scheduling responsibilities.
• Proficiency with enterprise systems, especially Workday, for financial, travel, or HR transactions is strongly preferred.
• Ability to work onsite Monday through Friday, 9:00 a.m. to 5:00 p.m., with occasional availability for evening or weekend events.

Core Competencies and Skills

• Advanced knowledge of office administration, including scheduling, document preparation, and records management.
• Proficient in Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and adaptability to university-specific platforms like Workday and learning management systems.
• Experience troubleshooting and guiding users in enterprise systems usage.
• Familiarity with communication and collaboration tools such as Zoom, Teams, Slack, and Canvas.
• Understanding of budgeting fundamentals and accounting practices, with the ability to monitor and reconcile financial accounts.
• Strong organizational and multitasking capabilities with a results-oriented approach to project and event management.
• Excellent written and oral communication, including correspondence, reports, and meeting documentation.
• Attention to detail, thoroughness, reliability, and accountability in task management.
• Discretion and ability to handle confidential information in line with university policies.
• Strong interpersonal skills facilitating positive relationships with faculty, staff, students, and external partners.
• Proactive mindset aimed at process improvement and enhancing the departmental environment.

Compensation and Benefits

• Salary range: $45,000 to $50,000 per year.
• Comprehensive medical, dental, and vision insurance plans, including mental health support.
• Paid time off, paid holidays, and options for flexible work arrangements.
• Financial benefits including competitive salary and 403(b) retirement plan with employer match.
• Professional development opportunities such as ongoing training, tuition reimbursement, and career advancement options.
• Additional perks such as wellness programs, commuter benefits, and an engaging company culture.

Additional Information

Howard University’s Talent Acquisition team is committed to recruiting candidates who align with the university's mission and contribute strategically to its success. This role demands a consistent onsite presence for reliable support of faculty and students. Occasional work during evenings or weekends may be required for special events or peak periods.