Executive Administrative and Operations Coordinator

Job Summary

The Executive Administrative and Operations Coordinator provides administrative and operational support to executive leadership through coordination of operational initiatives, board and governance activities, information management, business processes, communications, and special projects. Administrative support responsibilities include calendar coordination, meeting support, document preparation, and assigned travel-related activities.

The position serves as a central resource for organizing workflows, maintaining business systems, managing records and documentation, supporting procurement and financial processes, and facilitating collaboration among Administration and Finance departments.

The incumbent exercises independent judgment in coordinating diverse assignments, identifying operational issues, researching solutions, and recommending process improvements. This role requires strong organizational, technical, analytical, and communication skills to support executive decision-making and ensure efficient and effective business operations.

This position is remote but occasional travel to System headquarters in Harrisburg or other locations for meetings may be required. Pennsylvania residency is required.

Essential Duties and Responsibilities:

Operations, Projects, and Continuous Improvement Coordinate operational initiatives, departmental projects, and special assignments on behalf of Administration and Finance leadershipMonitor project timelines, action items, and follow up with stakeholders to ensure timely completion of priorities and commitmentsReview business processes and operational issues and recommend improvements that increase efficiency, consistency, and service deliveryPrepare status reports, summaries, and presentations related to departmental priorities and initiativesSupport legislative, policy, and procedural review activities by collecting information, coordinating stakeholder feedback, and preparing summaries for leadership considerationCoordinate conferences, meetings, and special events for Administration and Finance departments, including associated logistics and communicationsInformation and Knowledge Management

Manage and improve Administration & Finance SharePoint environments, document libraries, and information resources in partnership with departments to ensure employees and leadership can efficiently locate, access, share, and utilize organizational informationReview, format, quality assure, and distribute written documentation, reports, procedures, communications, and other materials developed by Administration & Finance and Shared Services departments to promote accuracy, consistency, and professionalismCoordinate records retention, archiving, and document governance activities in accordance with established policies and proceduresEvaluate departmental information resources, identify gaps or duplication, and implement improvements that enhance access to information, strengthen knowledge sharing, and improve operational efficiencyMaintain departmental directories, distribution lists, webpages, and communication resources to ensure accuracy and usabilityExecutive Operations and Governance Support

Assist with Board of Governors and committee activities by coordinating schedules, preparing meeting materials, tracking board actions, approvals, and follow-up items, and supporting meeting logistics in collaboration with the Coordinator of Board Operations and Trustee RelationsCoordinate leadership, departmental, shared services, and systemwide meetings, including agendas, materials, meeting logistics, and follow-up activitiesPrepare executive briefings, presentations, reports, and other materials for meetings and strategic discussionsTrack governance actions, approvals, and executive assignments to ensure timely completion and follow throughProvide administrative and operational support to executive leadership, including calendar coordination and selected travel-related activities as assignedFacilitate communication and coordination among departments, universities, leadership, and external stakeholdersFinancial, Procurement, Human Resources, Labor Relations, and Administrative Operations

Process procurement and financial transactions using enterprise systems including SAP, Ariba, and related platformsServe as a Purchasing Card (P-Card) holder and ensure purchasing activities comply with applicable policies and proceduresAssist with budget preparation, expenditure tracking, financial reporting, and related business processesCoordinate annual Delegation of Authority documentation and related recordkeeping activitiesSupport Human Resources and Finance operations by coordinating unemployment compensation documentation, assisting with retiree annuitant auto-debit processes, reviewing supporting documentation for completeness and accuracy, maintaining related records, and providing administrative support for associated business processesCreate and maintain tracking records, reports, spreadsheets, and supporting documentation associated with financial, human resources, and operational activitiesProvide backup support for designated finance, procurement, labor relations, and administrative functions to ensure continuity of operations.Maintain confidential financial, personnel, and operational information in accordance with applicable policies and standardsServe as the AFSCME Commercial Driver's License (CDL) Coordinator for the State System, ensuring required documentation, communications, and tracking activities are completed in accordance with established procedures

Minimum Qualifications

Bachelor's degree in business administration, public administration, organizational leadership, communications, information systems, or a related field; and Three (3) years of progressively responsible experience involving business operations, project coordination, systems administration, process improvement, organizational analysis, or executive-level support.Or

Associate degree in a related field; and Five (5) years of progressively responsible experience involving operational analysis, business systems administration, project coordination, process improvement, or executive-level business supportAnd

Experience coordinating projects, meetings, programs, or organizational initiativesExperience researching issues, gathering information, and preparing reports or recommendationsExperience managing records, documents, or information systemsExperience utilizing Microsoft 365 applications, including Excel, Word, PowerPoint, Outlook, Teams, and SharePointExperience working independently and managing multiple prioritiesPreferred Qualifications

Experience supporting senior executives or executive leadership teams Experience coordinating board, governance, committee, or leadership activities Experience with SharePoint administration or document management systemsExperience with SAP, Ariba, DocuSign, or similar enterprise applications Experience developing procedures, process documentation, or operational guidance materials Experience with Power Automate, Microsoft Lists, Power BI, or other Microsoft business applications Experience in higher education, government, public sector, or large complex organizationsSupplemental Information

Non-Discrimination Statement: The Pennsylvania State System of Higher Education prohibits any form of discrimination or harassment on the basis of sex, race, color, age, religion, national or ethnic origin, sexual orientation, gender identity or expression, pregnancy, marital or family status, medical condition, genetic information, veteran status, or disability in any decision regarding admissions, employment, or participation in a University program or activity in accordance with the letter and spirit of federal, state, and local non-discrimination and equal opportunity laws, such as Titles VI and VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Age Discrimination in Employment Act, the Americans with Disabilities Act and ADA Amendments Act, the Equal Pay Act, and the Pennsylvania Human Relations Act. For information regarding civil rights or grievance procedures and for inquiries concerning the application of Title IX and its implementing regulation, contact Christa Cobb, State System Title IX Coordinator, 2300 Vartan Way, Suite 207, Harrisburg, PA 17110; Phone: (717)720.4167; Email: CCobb@passhe.edu. Additionally, inquiries concerning Title IX and its implementing regulation can be made to the U.S. Department of Education, Office of Civil Rights, Region III, The Wanamaker Building, 100 Penn Square East - Suite 505, Philadelphia, PA 19107; Phone: (215) 656-6010; Fax: (215) 656-6020.