Department Coordinator IV

Provides administrative and operational support to the AI & Automation team with direct support to the Senior Director of AI & Automation. This role is responsible for coordinating calendars, meetings, communications, events, financial processes, and workflow organization for the AI & Automation pillar. The position interacts with senior leadership, faculty, operational leaders, and external partners to support the effective execution of AI initiatives across the organization. Manages multiple priorities while ensuring timely coordination of activities, effective communication, and efficient business operations.

Responsibilities

Provides administrative and operational support to the AI & Automation team; Coordinates calendars, meetings, communications, events, financial processes, and workflow organization; Interacts with senior leadership, faculty, operational leaders, and external partners; Manages complex calendars; Schedules meetings, resolves scheduling conflicts, and ensures alignment with priorities; Prepares agendas, materials, and logistics; Provides day-to-day administrative support including managing correspondence, preparing documents, coordinating travel and meeting logistics; Supports coordination of team initiatives by tracking timelines, maintaining project documentation, and following up on action items; Assists in collecting and organizing data for reports, presentations, and summaries; Supports financial processes including processing expense reports, reimbursements, and invoices

Requirements

Associate's degree and 3 years of progressively responsible experience in administrative support required; Or equivalent combination of education and experience; Proficiency with Microsoft Suite, FileMaker Pro, virtual collaboration tools (Zoom, Box), Adobe, etc. required; Office procedures, database entry principles, customer service and public relations principles, principles of math, mailing and distribution methods, training principles, leadership principles, intermediate to advanced budget administration principles, inventory and supply maintenance principles, event planning required; Ability to effectively communicate and interact, both verbally and in writing, with all people required; Excellent communication and interpersonal skills; Strong attention to detail

Nice to have

Intermediate knowledge of hardware and software functionality; Ability to handle multiple priorities and meet deadlines; Ability to maintain discretion and confidentiality