Administrative Coordinator, Communities of Impact, Educating Character Initiativ
Wake Forest University, Winston Salem, NC, United States
Administrative Coordinator
The Educating Character Initiative (ECI), an initiative of the Program for Leadership and Character at Wake Forest University, seeks an Administrative Coordinator to join a new, collaborative effort for educating character anchored in communities of impact. The project is grant funded for a term of three years beginning July 1, 2026. The Administrative Coordinator will work closely with the Managing Director to organize and execute day-to-day operations of the ECI Communities of Impact project, providing extensive administrative, logistical, and programmatic support. This includes providing administrative assistance for the Managing Director and CoI Co-Directors; scheduling, organization, and coordination for a national project that awards grants, collects resources, funds events, and builds teams; and responsibility for financial recordkeeping and ensuring accountability with funders and institutional reporting requirements. The Administrative Coordinator will also coordinate with the operations staff of the broader Educating Character Initiative and Program for Leadership and Character teams to ensure alignment across projects.
This role will include activities and responsibilities in (1) financial and administrative coordination; (2) scheduling and logistical support; (3) reporting and accountability support; and (4) team and communication support. The Administrative Coordinator will do the following:
Manage financial recordkeeping for all project-related expenses, including payments, reimbursements, and budgets related to community of practice (CoI) grants, convenings, and events.
Track and reconcile expenditures and CoI team transactions in accordance with university and foundation guidelines, ensuring accuracy and compliance.
Assist with processing invoices, contracts, and vendor payments in coordination with the Educating Character Initiative and Program for Leadership and Character administrative and finance staff.
Coordinate with the finance team from the Educating Character Initiative and Program for Leadership and Character to ensure alignment across teams and projects.
Support the preparation of financial summaries and documentation for internal and external reporting.
Manage and maintain the calendar of the Managing Director and the COI Co-DIRECTORS, scheduling meetings, convenings, and other key events related to the COI project.
Assist with scheduling and coordination for the Communities of Impact, including virtual and in-person meetings, workshops, and conferences.
Arrange logistics for convenings and events, including travel coordination, participant communication, and material preparation.
Maintain organized records of meeting notes, participant lists, and follow-up actions.
Assist the Managing Director in collecting, organizing, and tracking reports from Communities of Impact and project partners.
Help prepare documentation and data summaries for quarterly and annual reports submitted to funders.
Maintain organized files, data, and records to ensure accountability and transparency in project operations.
Coordinate with the operations staff from the Educating Character Initiative and Program for Leadership and Character to ensure alignment across teams and projects.
Support project evaluation, data collection, and reporting processes as needed.
Serve as an administrative liaison between the Managing Director, ECI staff, partner institutions, and external vendors.
Provide general administrative support for project communications, correspondence, and coordination with collaborators.
Perform other duties as assigned to support the success of the Character Collaboratories project and the ECI team.
Required Education, Knowledge, Skills, and Ability:
Bachelor's degree
2-5 years of direct experience as an Administrative Assistant or Coordinator, Office Manager, or related role.
General knowledge of executive administration and coordination.
Exceptional self-management, organizational and time management skills, with the ability to efficiently organize workflow and adapt to changing demands.
Careful attention to detail.
Openness to feedback, a commitment to personal and professional growth, and a demonstrated and ongoing ability to update skill sets as needed.
Ability to take direction, work independently, and work with others as part of a team.
Good character, wise judgment, a strong work ethic, and high standards of professionalism.
Demonstrated ability to:
Work independently with minimal supervision with a remote/hybrid team
Anticipate and solve problems creatively.
Be a constructive and cooperative member of a team.
Navigate complex relational dynamics with a variety of stakeholders.
Develop collaborative relationships with a wide range of people.
Execute clear, personable, and professional written and verbal communication with a variety of stakeholders.
Ability to manage and meet deadlines on multiple tasks with multiple teams while maintaining quality.
The ability to navigate a variety of professional and social contexts.
Commitment to the mission of the Educating Character Initiative and the Program for Leadership and Character and a willingness to learn more about character, virtue, and character education.
Proficiency in Word, Excel, Adobe and the Google Suite.
Ability to represent the Educating Character Initiative, the Program, and the University in a professional manner.
Some travel may be required.
Accountabilities:
Reports to Managing Director, Communities of Impact, Educating Character Initiative.
Works under minimal supervision.
Responsible for their own work.
Physical Requirements:
Sedentary work that primarily involves sitting and standing.
Environmental Conditions:
No adverse environmental conditions expected.
This position is not eligible for sponsorship of non-immigrant or immigrant visa status through Wake Forest University. All eligible applicants are encouraged to apply.
Time Type Requirement
Full time
Note to Applicant:
This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.
In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.
Equal Opportunity Statement
The University is an equal opportunity employer and welcomes all qualified candidates to apply without regard to race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and military or veteran status.
Accommodations for Applicants
If you are an individual with a disability and need an accommodation to participate in the application or interview process, please contact AskHR@wfu.edu or (336) 758-4700.
The Educating Character Initiative (ECI), an initiative of the Program for Leadership and Character at Wake Forest University, seeks an Administrative Coordinator to join a new, collaborative effort for educating character anchored in communities of impact. The project is grant funded for a term of three years beginning July 1, 2026. The Administrative Coordinator will work closely with the Managing Director to organize and execute day-to-day operations of the ECI Communities of Impact project, providing extensive administrative, logistical, and programmatic support. This includes providing administrative assistance for the Managing Director and CoI Co-Directors; scheduling, organization, and coordination for a national project that awards grants, collects resources, funds events, and builds teams; and responsibility for financial recordkeeping and ensuring accountability with funders and institutional reporting requirements. The Administrative Coordinator will also coordinate with the operations staff of the broader Educating Character Initiative and Program for Leadership and Character teams to ensure alignment across projects.
This role will include activities and responsibilities in (1) financial and administrative coordination; (2) scheduling and logistical support; (3) reporting and accountability support; and (4) team and communication support. The Administrative Coordinator will do the following:
Manage financial recordkeeping for all project-related expenses, including payments, reimbursements, and budgets related to community of practice (CoI) grants, convenings, and events.
Track and reconcile expenditures and CoI team transactions in accordance with university and foundation guidelines, ensuring accuracy and compliance.
Assist with processing invoices, contracts, and vendor payments in coordination with the Educating Character Initiative and Program for Leadership and Character administrative and finance staff.
Coordinate with the finance team from the Educating Character Initiative and Program for Leadership and Character to ensure alignment across teams and projects.
Support the preparation of financial summaries and documentation for internal and external reporting.
Manage and maintain the calendar of the Managing Director and the COI Co-DIRECTORS, scheduling meetings, convenings, and other key events related to the COI project.
Assist with scheduling and coordination for the Communities of Impact, including virtual and in-person meetings, workshops, and conferences.
Arrange logistics for convenings and events, including travel coordination, participant communication, and material preparation.
Maintain organized records of meeting notes, participant lists, and follow-up actions.
Assist the Managing Director in collecting, organizing, and tracking reports from Communities of Impact and project partners.
Help prepare documentation and data summaries for quarterly and annual reports submitted to funders.
Maintain organized files, data, and records to ensure accountability and transparency in project operations.
Coordinate with the operations staff from the Educating Character Initiative and Program for Leadership and Character to ensure alignment across teams and projects.
Support project evaluation, data collection, and reporting processes as needed.
Serve as an administrative liaison between the Managing Director, ECI staff, partner institutions, and external vendors.
Provide general administrative support for project communications, correspondence, and coordination with collaborators.
Perform other duties as assigned to support the success of the Character Collaboratories project and the ECI team.
Required Education, Knowledge, Skills, and Ability:
Bachelor's degree
2-5 years of direct experience as an Administrative Assistant or Coordinator, Office Manager, or related role.
General knowledge of executive administration and coordination.
Exceptional self-management, organizational and time management skills, with the ability to efficiently organize workflow and adapt to changing demands.
Careful attention to detail.
Openness to feedback, a commitment to personal and professional growth, and a demonstrated and ongoing ability to update skill sets as needed.
Ability to take direction, work independently, and work with others as part of a team.
Good character, wise judgment, a strong work ethic, and high standards of professionalism.
Demonstrated ability to:
Work independently with minimal supervision with a remote/hybrid team
Anticipate and solve problems creatively.
Be a constructive and cooperative member of a team.
Navigate complex relational dynamics with a variety of stakeholders.
Develop collaborative relationships with a wide range of people.
Execute clear, personable, and professional written and verbal communication with a variety of stakeholders.
Ability to manage and meet deadlines on multiple tasks with multiple teams while maintaining quality.
The ability to navigate a variety of professional and social contexts.
Commitment to the mission of the Educating Character Initiative and the Program for Leadership and Character and a willingness to learn more about character, virtue, and character education.
Proficiency in Word, Excel, Adobe and the Google Suite.
Ability to represent the Educating Character Initiative, the Program, and the University in a professional manner.
Some travel may be required.
Accountabilities:
Reports to Managing Director, Communities of Impact, Educating Character Initiative.
Works under minimal supervision.
Responsible for their own work.
Physical Requirements:
Sedentary work that primarily involves sitting and standing.
Environmental Conditions:
No adverse environmental conditions expected.
This position is not eligible for sponsorship of non-immigrant or immigrant visa status through Wake Forest University. All eligible applicants are encouraged to apply.
Time Type Requirement
Full time
Note to Applicant:
This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.
In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.
Equal Opportunity Statement
The University is an equal opportunity employer and welcomes all qualified candidates to apply without regard to race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and military or veteran status.
Accommodations for Applicants
If you are an individual with a disability and need an accommodation to participate in the application or interview process, please contact AskHR@wfu.edu or (336) 758-4700.