Position Title: Wellness Administrative Coordinator
Comparable: Confidential Administrative Support I
Department: Wellness Operations
Direct Supervisor: Assistant Executive Director, Wellness & Recreation
Supervisory Position:
Yes
FLSA Classification:
Non-Exempt (Hourly)
Position Classification:
Staff
Time Base:
Full-Time
Summary:
This multifaceted role provides critical administrative, project coordination, and data management support to the Assistant Executive Director, Wellness & Recreation. Responsibilities encompass a range of tasks, from scheduling and record-keeping to project coordination, strategic planning support, budget reconciliation, and event logistics.
Essential Duties and Responsibilities:
Administrative Support
Provide comprehensive administrative and clerical support to the Assistant Executive Director (AED), Wellness & Recreation, including managing correspondence, scheduling meetings, coordinating travel, preparing agendas and meeting materials, processing procurement requests, and tracking budgets.
Serve as a primary point of contact for inquiries by answering and screening incoming calls and directing individuals to the appropriate department or staff member.
Manage and maintain the AED calendar, appointments, and scheduling needs. Assist with the coordination of organization and cross-departmental initiatives.
Provide administrative support as needed Director of Student Recreation Center, Wellness Director and the Pantry and Centralized Basic Needs Hub.
Coordinate travel arrangements for the AED, Director of Wellness, Director of the Student Recreation Center, and Director of The Pantry and Centralized Basic Needs Hub as needed.
Ensure administrative records are retained in accordance with organizational policies and applicable record-retention requirements.
Coordinate the purchase and inventory of office and event supplies and assist with the maintenance of office equipment for supported departments as needed.
Submit and follow up on marketing, IT, and facility work orders on behalf of the AED.
Assist in maintaining a professional, customer-service-oriented, neat, and organized office environment.
Provide administrative support for ASI Student Wellness Initiative (ASWI) planning, implementation, and action meetings, including scheduling, agenda preparation, meeting materials, and follow-up.
Financial and Budget Support
Prepare and process purchase orders, check requests, invoices, and other documentation related to office and program expenditures.
Create, track, and maintain budget records for the AED's area of responsibility.
Monitor expenditures, maintain supporting documentation, and assist with budget reconciliation and reporting with accounting office for the AED.
Support division directors with invoices, check requests, procurement, and other financial processes as needed.
Coordinate with appropriate staff to ensure purchases comply with organizational policies and established procedures.
Project Coordination and Support
Coordinate projects and initiatives for the AED, including scheduling meetings, organizing tasks, monitoring action items, and ensuring timely follow-up.
Collaborate with staff across departments to support project completion, facilitate group activities, and maintain effective communication.
Assist with ASWI projects, including meeting coordination, agenda preparation, project tracking, and follow-up on assigned action items.
Support division programs, special events, promotional activities, and other organizational initiatives.
Assist with procurement and logistical coordination related to projects and programs.
Research and Data Management
Conduct research and gather information from a variety of sources to support division programs, projects, and decision-making.
Compile, organize, and format information for presentations, reports, summaries, and recommendations prepared for the AED.
Maintain accurate and confidential records, data, and supporting documentation.
Planning and…