Administrative Coordinator Queens, NY
: Job Details :

Administrative Coordinator

St. John's, established in 1870, has three New York City campuses; international locations in Rome, Italy; Limerick, Ireland; and Paris, France; and study abroad locations around the world. The Princeton Review and other top rankings consistently recognize the University's outstanding academics, diverse student body, dynamic internship, and volunteer opportunities, focus on student life, and diverse study abroad offerings. St. John's University offers more than 100 undergraduate and graduate programs in its six colleges and schools, with a growing number of programs offered online. The University is accredited by the Middle States Commission on Higher Education and 12 other major academic and professional associations.

A dedication to diversity, equity, and inclusion is at the heart of our mission. As a Catholic and Vincentian university, St. John's is committed to institutionalizing practices of inclusive excellence to ensure that we welcome and celebrate the intrinsic worth of all members of our community. We will become an even stronger university as we enhance equity at every level of our institution. Our graduates will excel in the competencies and values needed for leadership and service in a rapidly evolving world.

Department: Business Affairs Job Title: Administrative Coordinator Reports to: Executive Assistant to the CFO Campus: Queens

Job Summary

The Administrative Coordinator provides operational and administrative support to the Office of Business Affairs. Reporting directly to the Executive Assistant to the CFO, this role oversees vendor record maintenance, front office operations, and other key administrative workflows.

Essential Functions

• Administers the vendor maintenance process in the Ellucian Banner system, ensuring accurate entry and updating of vendor data in compliance with University policies and IRS guidelines.
• Coordinate the Formstack ACH vendor process, including reviewing submissions and tracking progress to support timely and accurate electronic payment setup.
• Collaborates with the Purchasing Department on vendor onboarding, including third party review and documentation.
• Performs final review and approval of travel and expense reports exceeding a certain dollar threshold ensuring accuracy and policy adherence.
• Maintains and updates all insurance-related records including certificates of insurance, workers compensation, and malpractice claims, coordinating as needed with external brokers.
• Oversees front-office operations of the Office of Business Affairs, ensuring a courteous, professional, and student-centered reception experience to visitors.
• Processes and distributes all incoming mail and general correspondence.
• Monitors and replenishes office supplies, ensuring adequate inventory and cost-efficiency.
• Tracks and maintains attendance and vacation records for the department.
• Assists in the planning and coordination of meetings, events, and special projects.
• Supervises and coordinates the schedule of student workers at the reception desk to ensure continuous and effective front-desk coverage.
• Provides backup administrative support to the Executive Assistant and CFO, including calendar coordination and communications.
• Performs other related duties and special projects as may become necessary.

Competencies

• Strong attention to detail with proven ability to manage multiple priorities and meet deadlines.
• High-level interpersonal and communication skills, both verbal and written.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Sharepoint).
• Strong organizational skills.
• Customer service orientation with the ability to work effectively in a fast-paced environment.

Supervisory Responsibility

This position supervises 12 student workers who provide front-desk and administrative support. Responsibilities include scheduling and task delegation.

Work Environment

This position operates in a professional office environment. The role routinely uses standard office equipment such as computers, printers, copiers, phones, and filing systems.

Position Type/Expected Hours of Work

This is a full-time position. Standard work hours are Monday through Friday, 8:30 a.m. to 4:30 p.m. Early morning or evening hours may be required to support events or deadlines.

Required Education and Experience

• High school diploma or equivalent required; relevant administrative experience preferred.
• Minimum of 3 years of administrative experience in a business, finance office environment.
• Experience in vendor management and processing travel/expense reports.

Preferred Education and Experience

• Experience with Ellucian Banner and Concur platforms preferred.
• Familiarity with IRS vendor documentation forms (W-9 and W-8 BEN).

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.

In compliance with NYC's Pay Transparency Act, the annual salary for this position is $44,806. St. John's University considers factors such as (but not limited to) scope and responsibilities of the position, candidate's work experience, education/training, key skills, internal peer equity, as well as market and organizational considerations when extending an offer.

St. John's offers a competitive compensation program which is commensurate with your qualifications, experience, and contingent upon the departmental budget. We also offer an extremely comprehensive benefits program to meet the diverse needs of our workforce. Along with exceptional benefits such as medical, dental, life insurance, long term disability insurance, tuition remission, generous 403(b) employer contribution, employee assistance program, and liberal paid time off policies, faculty and staff can also enjoy St. John's performing arts, libraries, bookstores, dining facilities, campus recreation and sporting events.

Any offer of employment is subject to receipt by St. John's University of satisfactory references, verification of employment and education. St. John's University is an Equal Opportunity Employer. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, or any other characteristic protected by law.