Administrative and Operations Coordinator for School of Business and Leadership

Job Summary

The Administrative and Operations Assistant is integral to the efficient and effective operation of the School of Business and Leadership (SBL); leading administrative, project, and operational initiatives that advance the strategic priorities of the School of Business and Leadership while providing direct administrative support to the Dean. This position leads cross-functional coordination efforts among faculty, students, partner programs, and administrative offices across the College.

Reporting directly to the Dean, the Administrative and Operations Assistant is expected to exercise a high level of discretion, initiative, and independent judgment, particularly when managing complex, operational, and confidential matters.

This role presents a valuable opportunity to actively contribute to the continued development of a reimagined School and the strategic expansion of its undergraduate and graduate programs. Located in Columbia, South Carolina, the School currently serves approximately 550 students engaged in learning and research across multiple instructional modalities. With strong industry partnerships and a longstanding commitment to student success, the school is well positioned for growth and innovation as it seeks to expand its reach within the service area and beyond.

Administrative Support & Operations

• Manages the Dean’s calendar, schedules meetings, and coordinates travel arrangements.
• Leads daily school operations and oversees operational budget planning, monitoring, and resource allocation activities.
• Prepares and edits correspondence, reports, presentations, marketing materials, and other official documents.
• Handles incoming and outgoing communications, including phone calls, emails, and mail.
• Maintains organized and secure filing systems while ensuring confidentiality.
• Manages administrative processes and operational workflows that facilitate faculty and staff effectiveness within the School of Business and Leadership.
• Leads the development, implementation, and continuous improvement of operational workflows, systems, and standard operating procedures to maximize the School's operational efficiency.

Meeting & Event Coordination

• Leads planning and execution of school meetings and events, manages meeting logistics, and ensures completion of follow-up actions and deliverables.
• Oversees logistical planning and execution for internal and external meetings, conferences, and signature school events.
• Coordinates, schedules, and manages logistics for high-level advisory board meetings, industry networking events, and business partner roundtables.

Liaison, External Engagement, and Communication

• Leads stakeholder engagement efforts and serves as the primary liaison between the School and internal and external stakeholders.
• Facilitates effective communication and collaboration across departments and with external partners.
• Responds to inquiries and requests, directing them appropriately and ensuring timely and professional follow-through.
• Leads external relations initiatives and serves as a primary ambassador for the School of Business and Leadership, welcoming executive guests, alumni, community leaders, and students with a high degree of professionalism.
• Develops and manages relationships with business and industry partners to advance external relations, internship opportunities, and strategic partnerships.

Project Management

• Assists with and, when appropriate, leads the planning and execution of special projects and initiatives within the School of Business and Leadership.
• Conducts research, compiles data, and prepares reports to support informed decision-making.
• Manages project timelines, deliverables, and communication plans for critical SBL academic and operational initiatives (e.g., accreditation preparation, assessment preparation, curriculum changes, program launches, social media, marketing, and community outreach campaigns).

Budget and Office Management

• Manages day-to-day office operations, including oversight of supplies and equipment.
• Oversees budget monitoring, purchasing activities, resource planning, and expenditure tracking.
• Manages administrative support related to student workers, adjunct faculty, and full-time faculty hiring processes.
• Lead process improvement initiatives and develops operational procedures that enhance efficiency, organization, and productivity.

This position requires a high level of confidentiality and frequent interaction with senior leadership, faculty, staff, students, and external constituents. Success in this role demands the ability to manage multiple priorities effectively and perform in a fast-paced, dynamic environment.

Essential Job Functions

The essential duties of this position include, but are not limited to, the following:

1. Provides high-level administrative, operational, and office management support to the Dean of the School of Business and Leadership, while also assisting faculty and programs within the school and as needed, across the College.
2. Serves as the initial point of contact for incoming telephone calls, exercising sound judgment in screening inquiries and directing them appropriately.
3. Receives, screens, and distributes incoming mail and correspondence, routing items to appropriate personnel or the Dean as necessary.
4. Drafts and prepares professional correspondence, reports, and memoranda based on general direction or independent initiative, and responds to routine inquiries.
5. Manages and maintains the Dean’s calendar, including scheduling internal and external meetings, appointments, and events, and ensuring all supporting materials are prepared and attached in advance.
6. Coordinates and prepares for meetings on behalf of the Dean, including scheduling, communicating with participants, compiling relevant materials, and recording and transcribing minutes when required.
7. Arranges travel accommodations and logistics and coordinates the procurement of office supplies and services.
8. Provides administrative and financial support to the school, including budget tracking, expenditure monitoring, and operational compliance activities such as ensuring the accuracy, legitimacy, and timely processing of invoices.
9. Manages administrative systems and operational processes supporting the School's academic, business, and engagement activities; including but not limited to producing the biweekly School of Business and Leadership newsletter, assisting with onboarding and orientation processes, book orders, syllabi collection and review, adjunct instructor correspondence, and supporting special events such as student programs and institutional celebrations.
10. Acts as an SBL ambassador and serves as the School's primary liaison to external business leaders, advisory board members, and community partners while representing the SBL brand at internal and external functions.
11. Meets with business, community, and industry stakeholders to help facilitate, coordinate, and track collaborative SBL projects, guest speaking engagements, and internship placements.
12. Utilizes project management methodologies to plan, track, and execute school-specific milestone events, programmatic reviews, and strategic initiatives.
13. Performs additional duties, special projects, and committee participation/leadership as assigned by the Dean of the School of Business and Leadership.
14. Maintains a regular on-campus office presence Monday through Friday from 8:30 a.m. to 5:00 p.m., with flexibility to support occasional events scheduled outside of standard business hours as determined by School or College needs.

Minimum Requirements to Perform Work

• Bachelor’s degree required. Master’s degree in business administration, human resource management, marketing, or closely related field preferred.
• Three to Five (3-5) years of previous professional-level administrative, human resources, project coordination, and/or office assistant experience preferred.
• Problem solving and decision-making skills are highly preferred.
• Influencing positive workplace culture skills preferred.
• Must be proficient in Microsoft Office Suite, utilizing Outlook, Word, Excel, PowerPoint, Co-Pilot, and Microsoft Teams.

Knowledge, Skills, and Abilities

• Excellent interpersonal, customer service, and relationship-building skills with diverse stakeholders (including executive and industry partners).
• Excellent verbal and written communication skills to include strong writing, editing, interpersonal communication, and presentation-preparation skills.
• High attention to detail, accuracy, and ability to manage confidential information with discretion.
• Ability to work independently, manage multiple deadlines, accurately follow instructions, and exercise sound judgment.
• Excellent organizational, project tracking, and time management skills.
• Knowledge of bookkeeping/accounting preferred.
• Demonstrated problem-solving skills and proactive approach to managing responsibilities.
• Ability to work effectively in a fast-paced environment and support high-visibility, external-facing work.

Physical Demands

Requires sedentary work that involves prolonged periods of sitting at a desk and working on a computer, walking, standing, lifting 20-25 pounds at times, carrying, pushing, and pulling some of the time, and involves exerting up to 10 pounds of force on a recurring basis, and routine keyboard operations. Regular use of standard office equipment.

Working Conditions

• Work is performed in a professional office environment with no known significant hazards.
• Some evening or weekend work may be required during peak activity cycles or major events.

EOE M/F/D/V