Senior Department Coordinator

• Serve as a key subject matter expert (SME) for assigned department projects and operational initiatives, translating requirements into clear deliverables and timelines.
• Helps draft and maintain department specific policies and SOPs
• Proactively updates email distribution lists and internal org charts for department staff.
• Manages updates to the department’s shared space of information in SharePoint.
• Prepares staff meeting agendas, takes notes at meetings and disseminates information shared to the department.
• Assists department leadership in tracking expenses to established budget lines.
• Own delivery of assigned milestones by tracking action items, surfacing risks and dependencies, and providing routine status reporting to department leadership and partners.
• Provide conference and event administration support, including venue coordination, attendee logistics, catering arrangements, and post-event reconciliation (e.g., invoices, documentation, and follow-up items).
• Owns making updates to email distribution lists and internal org charts for departments.
• Own controlled documents for the department by creating, updating, routing for review/approval, publishing, and retiring documents in accordance with established controls and retention practices.

Knowledge of:

• Executive administrative support practices, including complex calendar management, travel booking, and expense reporting processes.
• Project coordination practices, including milestone tracking, risk/issue management, and status reporting.
• Stakeholder management and professional communications in a primarily internal-facing environment, with occasional external coordination.
• Conference/event administration fundamentals (venue, catering, logistics, vendor coordination)
• Controlled document lifecycle practices (create, maintain, retire).  Ability to:
• Manage executive calendars proactively (prioritize conflicts, coordinate across time zones as applicable, and ensure leaders are prepared) and create/format meeting materials and presentation decks with accuracy and attention to detail.
• Manage multiple priorities with a high degree of accuracy and discretion while supporting senior leaders; proactively anticipate needs, solve problems, and follow through on commitments.
• Handle confidential and sensitive information with discretion, exercising sound judgment.
• Prepare clear milestone, risk, and status updates for leadership audiences and cross-functional partners.
• Coordinate events end-to-end, including vendor communications and post-event reconciliation.
• Maintain controlled documents with strong attention to detail and version control. 

• Associate’s degree (AA); equivalent combination of education and relevant experience may be considered.
• Minimum of 3+ years of related experience serving as a department SME, coordinator, or executive/administrative support role.
• Experience supporting multiple senior leaders PREFERRED QUALIFICATIONS: (Additional qualifications that may make a person even more effective in the role, but are not required for consideration)
• Bachelor’s degree