WHAT DOES AN ADMINISTRATIVE SUPPORT ASSISTANT DO?

• Program Tracking: Track program outputs, attendance, participation, webinars, events, meetings, troubleshooting threads, and group content for reporting needs.
• Report Preparation: Support the preparation of reports and communication materials for stakeholders by organizing content, drafting sections, and refining documents.
• Member Coordination: Communicate directly with members to ensure the timely receipt of proposals, report templates, financial materials, and support documentation.
• Submission Monitoring: Track the receipt of reports, monitor pending submissions, send reminders, and follow up on outstanding materials.
• Administrative Support: Provide administrative backup to other administrative staff and support continuity across daily office operations.
• Team Liaison: Serve as the administrative liaison between program, research, and finance teams to support communication and information sharing.
• Travel Coordination: Arrange travel and accommodations for staff and colleagues, including meetings, reservations, visa support, and expense report drafting.
• Meeting Support: Organize and support internal meetings by preparing materials, taking notes, tracking decisions, and following up on action items.
• Mission Commitment: Maintain commitment to the organization’s mission and support values-driven work in philanthropy, equity, and community engagement.

Mapping program tracking and travel coordination duties to resumes that frame this day-to-day administrative work is the quickest way to show operational range.

• Financial Tracking: Track financial transactions against source documentation using spreadsheets and standardized reporting tools while monitoring available funding and spend-down activities.
• Statement Reconciliation: Reconcile purchase card statements and enter financial commitment information into financial management systems for accurate record maintenance.
• Travel Coordination: Coordinate travel arrangements with staff and travel representatives while preparing travel orders and processing reimbursement documentation for authorized travelers.
• Meeting Logistics: Plan and support on-site and off-site meetings by coordinating logistics, schedules, materials, and operational requirements for successful event execution.
• Procurement Support: Draft procurement requests for supplies and services according to program guidance while preparing complete acquisition request documentation packages.
• Resource Scheduling: Schedule and support meeting resources while coordinating with staff members to minimize scheduling conflicts and improve resource availability.
• Communication Coordination: Coordinate the flow of written and verbal communications between internal management teams and external constituents to support operational activities.
• Workflow Tracking: Track deadlines and assist management with workflow coordination to ensure data calls and assigned deliverables meet required submission timelines.
• Administrative Operations: Maintain organized administrative records and support financial, procurement, travel, and communication activities to ensure efficient office operations.

• Content Management: Develop website content and manage initiatives that support wellness, inclusion, outreach, and departmental communication priorities.
• Research Support: Research new ideas, gather data, and support content planning for programs, events, and administrative initiatives.
• Event Coordination: Interface with the Dean's Office to plan events related to college wellness and inclusion initiatives.
• Calendar Management: Manage calendars for wellness and inclusion meetings, record notes, define action items, and support follow-up coordination.
• Website Administration: Create and manage website sections while disseminating relevant information to the college community.
• Web Optimization: Update website design and content, implement requested changes, and optimize webpages in response to leadership needs.
• Communication Outreach: Publicize activities, educational programs, and research to internal and external audiences through coordinated communication support.
• Marketing Materials: Develop and publish advertising materials for programs, events, initiatives, and departmental outreach activities.
• Social Media: Coordinate social media accounts by soliciting, editing, posting, and organizing content for audience engagement.
• Stakeholder Collaboration: Work with faculty, staff, students, alumni, and stakeholders to identify content for marketing and outreach efforts.
• News Coordination: Gather and disseminate department submissions for news releases, newsletters, website news, and broader communication channels.
• Document Archiving: Route communication materials for review and archive approved materials in a central repository for organized recordkeeping.

• Meeting Coordination: Organize logistics for calls and meetings by sending scheduling polls, invitations, reminders, follow-ups, and coordination updates.
• Calendar Support: Assist with maintaining calendars for program staff and management while scheduling appointments, meetings, and calls.
• Member Assistance: Provide administrative assistance to member support by drafting contracts, collecting institutional information, preparing payments, and monitoring funds.
• Database Management: Update membership-related information regularly in team databases and tools using technical input from Program Officers.
• Report Preparation: Support report and presentation preparation through drafting, layout design, copy-editing, formatting, and document refinement.
• Call Documentation: Attend and document necessary internal and external calls by taking notes and recording key discussion points.
• Webinar Support: Support Program Officers with webinar organization, registration, member notifications, follow-up reminders, and documentation.
• Technical Assistance: Offer technical assistance during webinars by setting up interpretation, enabling captions, moderating chat, and sharing materials.
• Feedback Coordination: Follow up on requests for comments and feedback with the program team to support timely input collection.
• Translation Support: Coordinate translation of communication materials to ensure members can access resources within the community.
• Event Logistics: Provide logistics support for planning and executing in-person meetings, convenings, and other engagement opportunities.

While this block covers webinar support and database management, career progression toward Administrative Operations Coordinator goes deeper into where these duties lead.

• Event Coordination: Organize speakers, logistics, catering, audiovisual needs, facilities, space, equipment, and itineraries for departmental events.
• Content Creation: Create and manage promotional materials, advertisements, newsletters, social media content, and departmental communication outputs.
• Program Implementation: Coordinate and implement departmental events while ensuring activities follow applicable institutional rules, procedures, and administrative requirements.
• Web Management: Manage and update departmental webpages while working with faculty to maintain current webpage content and CV information.
• Meeting Documentation: Attend recurring faculty and staff meetings, record minutes, define action items, and share follow-up information with participants.
• Calendar Coordination: Manage the Chair's calendar and coordinate schedules, visits, meetings, and event arrangements for students, faculty, and visitors.
• Application Support: Organize applications and contact applicants regularly to request missing materials and support complete application file maintenance.
• Inquiry Response: Respond to program inquiries by phone and email while directing questions, messages, and requests to appropriate staff.
• Academic Coordination: Meet with the Academic Program Specialist weekly to coordinate academic activities, administrative priorities, and program support needs.
• Administrative Assistance: Provide administrative support to the Dean of Faculty Development, Cultural Affairs, and Wellness Programs and related education staff.
• Committee Participation: Serve on the Wellness Program Committee, attend wellness meetings, report updates to the Associate Dean, and disseminate information.
• Email Management: Monitor shared email accounts and forward inquiries to the correct staff to support timely communication and response handling.

Frame event coordination into a resume that moves you to the screening stage.