Senior Department Coordinator

POSITION SUMMARY:

The Senior Department Coordinator provides high-level administrative, project, and operational coordination support for the department(s) and may support multiple senior leaders (Vice Presidents). The role provides executive-level administrative support including complex calendar management, travel booking and management, expense report processing, department meeting coordination, and planning and preparation of leadership-ready materials (e.g., presentations/decks). This role serves as a key subject matter expert for assigned department projects, supporting processes and deliverables, ensuring timely milestone execution, clear status, risk visibility and effective stakeholder coordination. This position will also support necessary conference/event logistics.

ACCOUNTABILITIES:

Administrative Support:

• May provide direct administrative and operational support for multiple senior leaders and the broader department(s)
• Provide full-access calendar support for designated VPs, including scheduling, coordination across stakeholders, and proactively managing changes and conflicts.
• Coordinate and support department and VP meetings, including scheduling, agenda support, logistics (rooms/virtual links), materials, and follow-up actions.
• Manage internal stakeholder relationships as the primary point of coordination for department communications, inputs, meeting logistics, and follow-through; coordinate with external stakeholders as needed.
• Composes, edits, and proofreads documents, presentations, reports, letters, and forms for leadership.
• Makes and manages travel arrangements and accommodations for Vice Presidents as directed.
• Manages and submits monthly Pcard expense reporting to finance for Vice Presidents.
• Submits and owns the purchase order/request process and obtains required signatures.
• Provide organized and effective resources for the department, including maintaining shared materials and coordinating access to key information.
• Collaborates with NMDP administrative staff to accomplish overall administrative objectives and meet the business needs of the department and organization.
• Other duties as assigned.

Department Coordination & Project Support:

• 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.

REQUIRED QUALIFICATIONS:

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. 

Education and/or Experience:

• 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