About this role
Job Description
Position Title: Administrative Coordinator
Division: Academic Affairs
Reports To: Office of the Provost / Vice President for Academic Affairs
Classification: Staff | Full-Time (Non-Exempt)
Band: 2 – Coordinator
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Position Summary
The Administrative Coordinator provides comprehensive administrative, operational, and project support to the Provost and Vice President for Academic Affairs and serves as administrative coordinating support for the broader Division of Academic Affairs at Wiley University. Reporting directly to the Provost, the Administrative Coordinator is the primary operational anchor for the Office of the Provost, managing the Provost's calendar and correspondence, coordinating across academic departments and divisional units, supporting institutional initiatives, and ensuring that the day-to-day operations of the Division of Academic Affairs proceed with precision, professionalism, and discretion.
The Administrative Coordinator also provides direct administrative support to the Executive Ph.D. in Business Administration, including doctoral cohort scheduling, student communications, dissertation milestone tracking, residency intensive coordination, and accreditation evidence file maintenance.
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Key Responsibilities
A. Executive Support to the Provost
- Manage the Provost's calendar, including meeting scheduling, conflict resolution, and preparation of daily and weekly briefings
- Triage incoming correspondence by email, telephone, and in person, drafting responses or routing inquiries to the appropriate party with appropriate framing
- Prepare meeting materials, agendas, and follow-up summaries for Provost-led meetings, including the Academic Affairs Leadership Team, the Council of Chairs and Program Directors, and ad hoc committees
- Coordinate Provost travel, including itineraries, transportation, lodging, and expense reconciliation
- Maintain confidential files, records, and documentation for the Office of the Provost in accordance with institutional records policy and applicable regulations, including FERPA and personnel confidentiality requirements
B. Administrative Coordination for the Division of Academic Affairs
- Serve as a primary point of contact for assistant provosts, department chairs, program directors, faculty, and staff seeking access to or information from the Office of the Provost
- Coordinate divisional operations, including faculty meetings, leadership retreats, town halls, and divisional events
- Maintain divisional documentation, including organizational charts, policies, position descriptions, and standard operating procedures
- Support the preparation of Board of Trustees materials, Academic Affairs Committee agendas, presidential briefings, and committee reports
- Coordinate logistics for institutional events under the Provost's portfolio, including Honors Convocation, Senior Thesis Exhibition, Research and Career Symposium, Baccalaureate, and Commencement
C. Project and Initiative Support
- Provide administrative support to active institutional initiatives, including SACSCOC compliance work, the iWiley Digital Learning Initiative, the Senior Thesis Initiative, faculty development programming, and the Henry Cecil McBay Center for Teaching and Learning Excellence
- Track action items, deadlines, and deliverables across multiple concurrent initiatives, surfacing risks and follow-ups to the Provost on a regular cadence
- Assist in the preparation, formatting, and proofing of branded documents, presentations, and reports produced by the Office of the Provost
D. Communications and Stakeholder Coordination
- Draft and route routine communications on behalf of the Office of the Provost, ensuring tone, accuracy, and brand consistency
- Manage distribution lists for Academic Affairs constituencies, including faculty, department chairs, and graduate program directors
- Support internal coordination with the Office of the President, the Office of the Registrar, Student Affairs, Institutional Research, and other divisional partners
E. Records, Documentation, and Compliance Support
- Maintain records appropriate for accreditation, audit, and institutional effectiveness review in audit-ready condition
- Support preparation of materials for accreditation reviewers, accreditation visits, and substantive change documentation
- Handle sensitive student, faculty, and personnel matters with the highest level of discretion
Executive Ph.D. in Business Administration Program Support
The following duties are performed in coordination with the Assistant Provost for Academic Administration and the program's concentration leads, while continuing to report to the Provost.
F. Doctoral Cohort Scheduling and Curriculum Logistics
- Support term-by-term scheduling for all three concentrations: Artificial Intelligence, Data Science and Business Innovation; Entrepreneurship; and Faith-Based Administration
- Maintain the doctoral program academic calendar, including residency intensives, comprehensive examinations, and dissertation defense windows
G. Doctoral Student Communications and Onboarding
- Coordinate new cohort onboarding logistics, including orientation, welcome communications, and technology provisioning
- Maintain doctoral cohort communication channels and ensure timely, professional dissemination of program information
H. Dissertation Milestone Tracking and Defense Coordination
- Maintain a master tracking system for each doctoral student's progress through coursework, candidacy, dissertation proposal, IRB approval, and dissertation defense
- Coordinate dissertation committee formation paperwork, defense scheduling, and post-defense documentation in collaboration with dissertation chairs
I. Residency Intensive Logistics
- Coordinate residency intensive logistics, including travel, lodging, materials preparation, and on-site support
- Support faculty and external speakers with travel reimbursements, honoraria processing, and event-day logistics
J. Doctoral Program Documentation and SACSCOC Evidence
- Maintain accreditation and DOE-compliant student records, milestone certifications, and program of study documentation
- Maintain the doctoral program's documentation repository in audit-ready condition for substantive change monitoring
K. Other Duties
- Perform other duties as assigned by the Provost in support of the Office of the Provost, the Division of Academic Affairs, and the Executive Ph.D. in Business Administration
Qualifications
Minimum Qualifications
- Bachelor's degree from a regionally accredited institution; concentration in business, management, education, or a related field preferred. Masters/Terminal Degree preferred.
- Demonstrated academic excellence and evidence of leadership, initiative, and the ability to manage multiple responsibilities concurrently
- Proficiency with Microsoft Office, including Word, Excel, PowerPoint, and Outlook, as well as learning management systems and standard office productivity tools
- Strong written and verbal communication skills appropriate to a senior executive office, faculty audiences, and external stakeholders
- Demonstrated ability to handle confidential information with discretion and judgment
Preferred Qualifications
- Familiarity with Commission on Colleges and Universities accreditation standards or other regional accreditation frameworks
- Experience supporting executive offices, academic affairs, or graduate programs in administrative or operational capacities
- Project management coursework, certification, or demonstrated competency
IV. Key Competencies
- Discretion and Confidentiality: Handles sensitive student, faculty, personnel, and institutional information with the highest level of professionalism
- Initiative: Anticipates needs, proactively identifies issues, and proposes solutions before problems escalate
- Thoroughness: Completes work with attention to detail, accuracy, and completeness; closes loops on every assigned task
- Communication: Writes and speaks with clarity, professionalism, and audience awareness, including with senior faculty, executive leadership, and external stakeholders
- Organizational Acumen: Manages multiple deadlines, calendars, and stakeholders simultaneously without loss of accuracy
- Professional Judgment: Knows what to handle independently, what to escalate, and how to do both with appropriate framing
- Service Orientation: Treats every internal and external constituent, including students, faculty, staff, trustees, donors, and accreditors, as a valued stakeholder of the institution
V. Working Conditions
This is a full-time, on-campus position based at Wiley University in Marshall, Texas. Standard working hours are Monday through Friday, 8:00 a.m. to 5:00 p.m., with periodic evening and weekend responsibilities required during institutional events, residency intensives, accreditation visits, dissertation defenses, and Commencement weekend. Limited travel may be required to support divisional, doctoral program, or recruitment activities.
VI. Compensation and Appointment
Compensation is commensurate with qualifications, experience, and institutional equity, consistent with Wiley University's established compensation structures and institutional practices. This is a full-time, exempt staff appointment governed by the policies of the Wiley University Employee Handbook. Employment is contingent upon successful completion of a background check and verification of credentials.