Administrative Coordinator to Executive Leadership - West Shore ESD : Job Details

Salary: $47,913.00 - $55,941.00 Annually Location : Scottville, MI Job Type: Administrator Job Number: 1124 Department: President's Office Opening Date: 07/23/2025 Description The Administrative Coordinator to Executive Leadership is a key professional position that provides high-level administrative and project coordination support to the College's Vice Presidents and Executive Director. Reporting to the Executive Assistant to the President, the Administrative Coordinator exercises independent judgment, manages complex assignments, and ensures the smooth and confidential flow of information within executive leadership. This position plays a critical role in organizing operations, facilitating communication, supporting special initiatives, and coordinating executive-level functions in a timely, professional, and confidential manner. Job DutiesESSENTIAL DUTIES

• Provide high-level administrative support to the Vice Presidents and Executive Director, including managing calendars, purchases and invoicing, scheduling and coordinating meetings and events, preparing agendas and materials, taking and storing meeting minutes, and ensuring timely follow-up on action items
• Independently draft, edit, and format professional correspondence, reports, contracts, and presentations, ensuring accuracy, clarity, and alignment with institutional standards
• Coordinate the preparation and submission of sensitive and confidential documents, including reports for internal and external stakeholders, executive summaries, donor records, foundation board materials, and grant-related documentation
• Provide oversight, coordination, and backup for college wide room scheduling
• Monitor and track project timelines, budgets, key performance indicators, and internal deadlines, compiling and analyzing relevant data to support executive decision-making
• Act as a liaison between the Vice Presidents, Executive Director, and internal departments, external partners, and constituents; manage communication flow and maintain a proactive approach to issue resolution
• Coordinate and track professional travel arrangements, conference registrations, and expense reports in accordance with College policies
• Assist in the preparation and submission of grant-related materials, including narrative and financial documentation, in collaboration with key departments
• Develop, maintain, and update administrative tools (spreadsheets, documents, dashboards) to support effective information management, process improvement, and reporting needs

ADDITIONAL DUTIES

• Handle confidential information with the highest level of discretion and professionalism
• Ensure compliance with College policies, procedures, and applicable regulations
• Maintain a high standard of accuracy and attention to detail in all assigned work
• Support a culture of collaboration and service excellence
• Perform other duties and special projects as assigned

QualificationsEducation and Experience

• Bachelor's degree in business administration, public administration, communications, or a related field
• Track record of progressively responsible administrative experience supporting senior-level executives or leadership teams
• An equivalent combination of education and experience may be considered

SALARY RANGE: $47,913 - $55,941 commensurate with skills/experience KNOWLEDGE, SKILLS AND ABILITIES

• Demonstrated ability to handle complex administrative tasks with minimal supervision
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and the ability to learn College systems and tools
• Strong organizational, interpersonal, and written communication skills
• Ability to manage multiple priorities and meet deadlines in a fast-paced, dynamic environment
• Exceptional discretion, judgment, and integrity when handling confidential information

PHYSICAL DEMANDS This job requires continuous talking or hearing, frequent walking, frequent sitting, occasional standing, occasional stooping, kneeling, crouching, or crawling, occasional reaching with hands and arms, occasional gripping or feeling with hands; typing/repetitive movement. Occasionally required to lift up to 25 pounds. WORKING CONDITIONS While performing the duties of this job, the employee will be exposed to an indoor office environment, noise. West Shore Community College is an equal opportunity/affirmative action employer committed to achieving excellence and strength through diversity. Americans with Disabilities Act (ADA) compliance requires West Shore Community College to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are invited to discuss accommodations. The College enforces a drug-free workplace. Successful applicants may be required to submit to drug testing. West Shore offers a full benefit package to full-time employees including: health insurance, Health Savings Account (HSA), dental and vision coverage, Flexible Spending Account, life insurance, shot-term and long-term disability, retirement, holidays, vacation, sick leave, personal business, and remission of WSCC tuition. To learn more details visit our