Administrative / Project Support Coordinator

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Job Description The Administrative and Project Support Coordinator for the Marketing/Communications Department will provide executive-level administrative, operational, and financial support to the department director.  In addition, the incumbent will provide support in tracking marketing and communications activities and projects. This position serves as the central point of coordination among administration, the campus departments and programs, and the Marketing and Communications team, ensuring projects are completed on time and within scope. Working in a collaborative environment, the Administrative and Project Support Coordinator manages project intake, prioritization, timelines, workflows, and resource allocation while providing exceptional customer service to internal stakeholders. This position’s work location is on-site at the Elko Nevada Great Basin College campus. Major Responsibilities Administrative and Operational Support, 30% Function as an executive assistant to the director, scheduling meetings, coordinating travel, ordering supplies, and related duties. Handle confidential, sensitive, and time-critical information with discretion. Schedule or book travel including the submission of internal forms, receipts, and reimbursement requests.  Prepare meeting agendas and materials, document decisions and action items, and monitor follow-up responsibilities. Schedule maintenance and repair services, as well as other facility or IT services, as needed to ensure ongoing functionality. Compile global, department, campus, campaign, and project metrics and reports to assist in the evaluation of performance to KPIs. Provide administrative support for all aspects of institutional, campus, and departmental campaigns. Work closely with recruitment and admissions, academic departments, student affairs, and other departments to ensure strong bilaterial communication. Participate in departmental planning meetings and strategic initiatives. Project Management Support, 40% Manage the department's project request process within the project management system (Hive) from intake through completion. Support the development of project plans, timelines, and production schedules for marketing and communication initiatives. Monitor and prepare progress reports. Coordinate multiple concurrent projects while balancing priorities and deadlines. Identify issues and barriers to progress.  Work with the department director and team to proactively develop solutions to keep projects on schedule. Ensure projects are completed on time, within scope, and according to established quality standards. Review incoming project requests for completeness, clarify objectives and deliverables, identify required approvals, and obtain missing information before projects enter production Manage the department’s project request process in the department's project management platform.  Assist in guiding the workflow and facilitate coordination among team members. Maintain project documentation, calendars, and production schedules. Recommend improvements to workflows that increase efficiency and customer satisfaction. Stakeholder and Event Support 15% Serve as a liaison between campus departments and the Marketing and Communications team in items relating to project status, troubleshooting issues, and post-project follow up. Occasionally travel between campuses, centers, or other sites—which may involve overnight travel—when needed. Assist in capturing client and stakeholder expectations and support setting realistic expectations regarding deliverables and schedules. Facilitate communication throughout the project lifecycle. Manage client satisfaction surveys and reporting. Coordinate the development, execution, and assessment of events including attendance and coverage as needed. Financial and Vendor Coordination, 10% Monitor departmental expenditures, reconcile purchasing and invoice records, maintain supporting documentation. Coordinate vendor quotes, purchase documentation, production schedules, delivery requirements, and invoice reconciliation in accordance with institutional procedures.  Coordinate with external vendors when necessary, including printers, advertising agencies, photographers, and promotional vendors. Oversee tracking of resources including effort, fiscal/budgetary resources, in-kind resources, and purchased materials. Order materials and supplies for the department and track expenditures to budget. Other Duties, 5% Perform other duties as assigned. Minimum Qualifications Two years of progressively responsible experience in administrative and operational support.  Experience managing multiple projects with competing deadlines. Strong organizational and time management skills. Excellent written and verbal communication skills. Excellent interpersonal skills. Proficiency with Microsoft Office or Google Workspace. A valid driver’s license. Preferred Qualifications Three years of progressively responsible experience managing projects, preferably in marketing, communications, higher education, or a similar environment. Bachelor's degree, preferably in Marketing, Communications, Business Ad