Administrative Coordinator II

Agency

Department

The Administrative Coordinator II works under general supervision and coordinates administrative support for a unit or specialized activity, including the exercise of discretion and independent judgment with respect to matters of significance. Coordinates administrative support functions. Plans and coordinates administrative activities and services. Participates in the planning and execution of administrative operations. Will serve as the Office Manager. Monitors office procedures. Develops, evaluates, and ensures adherence to office procedures. Will assist in the development of budget. Reviews and signs documents for supervisor. Attends meetings or committees on behalf of supervisor.

This position may pay more than the salary listed above depending on the qualifications and experience of the selected candidate.  

Responsibilities:

Administrative Support Coordination

• Serve as the public face of the Ethics and Compliance Office (“Office”) by greeting visitors and responding to phone and in-person inquiries with professionalism and efficiency. Provide high-quality service and ensure a welcoming, well-organized reception area.

• Deliver general administrative support to the Office team, including calendaring, correspondence, filing, and processing routine paperwork with accuracy and attention to detail. Monitors office procedures and ensures adherence to office protocols.

• Reviews and signs documents for supervisor.

• Monitors project timelines and identifies issues.

• Ability to multitask and work collaboratively with others.

• Attends meetings or committees on behalf of supervisor.

• Prepares and reviews operational and special reports.

• Coordinates office records retention and maintains office references and resource materials.

• Coordinates travel arrangements and prepares itineraries for the Office staff.

• Plans and coordinates meetings, seminars, and other special events.

• Coordinates the maintenance of office supplies and equipment.

• Makes recommendations for process improvements or administrative changes.

• Supervises, trains, and evaluates the work of student workers.

• Assist with financial transactions and documentation for the Office, including tracking budget activities and expenditures.

• Use independent judgment and initiative to manage multiple work assignments, resolve routine problems, and support the daily functions of the Office with minimal supervision.

Compliance and Policy Implementation

• Develops and maintains knowledge and understanding of relevant state guidelines.

• Analyzes incoming inquiries and provides proper instructions for resolution.

• Works with stakeholders to resolve issues concerning ethics and compliance policies and procedures.

• Supervises, trains, and evaluates the work of others, e.g. student workers. Assigns tasks and evaluates job progress.

Special Projects and Reporting

• Conducts special analyses and prepares project summaries.
• Prepares documentation and supporting materials for appeals, investigations, and panel reviews involving compliance matters.
• Assists in the development and refinement of university-wide compliance protocols, guidelines, and risk mitigation strategies.
• Supports onboarding and training for new users of compliance-related systems (e.g., incident reporting, policy management, training platforms).
• Coordinates periodic reviews of compliance program effectiveness, including assessments of policy adherence, reporting trends, and training completion rates.

Communication and Stakeholder Engagement

• Serves as a primary point of contact for inquiries related to ethics, compliance, and regulatory reporting.
• Maintains systems used for compliance tracking, reporting, and user access/security (e.g., Clery Act reporting, Title IX systems, hotline systems).
• Consults with university departments and units on best practices for compliance documentation, reporting, and training.
• Prepares agendas and minutes for compliance committee meetings, training sessions, and stakeholder briefings.
• Manages internal and external correspondence related to compliance initiatives, including newsletters, alerts, and regulatory updates.

Required Education and Experience:

• Bachelor's degree or equivalent combination of education and experience.

• Three years of related experience.

Required Knowledge, Skills and Abilities:

• Knowledge of word processing, spreadsheet, database, and presentation applications.

• Ability to multitask and work cooperatively with others. Interpersonal and communication skills. Planning and organization skills.

Special Requirements:

• Applicants with equivalent experience in lieu of a Bachelor’s degree may be considered. One year of the related experience is the equivalent of one college year. Applicants being considered for the equivalency must have four years of related experience to meet the equivalency in lieu of a Bachelor’s degree plus the minimum required years of experience. Applicants being considered for the equivalency must have a total of seven years of experience.

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.

Equal Opportunity/Veterans/Disability Employer.