Project Coordinator and Senior Operations Assistant

Job Description

Position Overview:

Embry-Riddle Aeronautical University is seeking a highly organized and detail-oriented Project Coordinator and Senior Operations Assistant to support the Information Technology (IT) department. This position reports to the Executive Director of Projects and Administration and plays a key role in both operational support and project coordination within the department.

As the Senior Operations Assistant, the individual will be responsible for supporting the IT Budget Managers, including running and analyzing detailed operational and budgetary reports, managing and maintaining complex spreadsheets, supporting budget analysis, and distributing quarterly financial reports. This role will also serve as the IT department’s subject matter expert for Workday Financials and point of contact for the Finance department.

In the Project Coordinator capacity, the individual will support project managers within the Project Management Office (PMO) as well as IT staff leading non-PMO initiatives. Responsibilities include assisting with project planning, scheduling, and activity tracking; maintaining and updating project documentation; coordinating meetings; and preparing agendas, meeting minutes, and action item summaries.

The ideal candidate will have a strong understanding of budgeting and accounting principles, excellent organizational skills, and the ability to manage multiple priorities while maintaining attention to detail. Strong communication skills, proficiency with financial and project management tools (Workday, TeamDynamix), and a proactive, team-oriented mindset are essential for success in this role.

We are looking for a dedicated and innovative professional who thrives in a collaborative environment and is eager to contribute to Embry-Riddle's mission as a global leader in aviation and aerospace education.  In return, we offer a modern and supportive workplace, ongoing professional development, and a comprehensive benefits package that includes excellent healthcare, retirement plans, educational benefits, and a flexible summer work schedule.
 

Primary Job Functions, Duties, or Accountabilities:

• Provides support to project managers by assisting with planning, scheduling, and tracking project tasks to ensure timelines are met. Maintains and updates project documentation and status reports, helping to keep all stakeholders informed and aligned. Organize project meetings, prepare agendas, and record detailed meeting minutes and action items. 
• Assist with updating the quarterly capital and operational budget spreadsheet and distribute to the IT budget managers.  Schedule quarterly budget review meetings.  Process invoices, purchase orders, and reimbursements in accordance with university policies.  Maintain IT Vacancy report as turnover occurs within IT.
• Maintaining and updating standard operating procedures (SOPs) related to administrative operations to ensure consistency and efficiency across processes. Manages the legal review and signature request workflow for contracts and related documents. Assists executive leadership with administrative needs, including travel coordination, interview scheduling, and catering and event logistics.
• Other duties as assigned.

Qualifications

Required Education: Bachelor's degree in Business or Finance.

5-10 years of work related experience.

Required skills, knowledge, abilities:

• Solid financial acumen, including expertise in budget management, financial analysis, and accounting principles.
• Proficient in project management tools and methodologies with a demonstrated ability to plan, manage, and execute complex tasks within a university or similar organizational setting.
• Strong interpersonal skills with the ability to effectively communicate and collaborate with various departments to understand and address their operational needs.
• Demonstrate adaptability and willingness to continuously learn and keep pace with evolving technologies.
• Advanced proficiency in Microsoft Office applications, particularly Teams, Word, Excel, and PowerPoint.
• Proven ability to manage multiple priorities in a professional and confidential manner.
• Strategic thinking skills with the ability to identify long-term solutions and proactively meet the needs of the university and its IT operations.
• Sound judgment and decision-making skills, especially in investigating and escalating issues appropriately.
• Strong aptitude for technology with a foundational understanding of key operational and IT concepts.
• Skilled in managing high-pressure situations with professionalism, tact, and composure.
• Ability to maintain positive and cooperative working relationships with internal departments and university staff.
• Professional demeanor with a consistent ability to represent the university in a positive light.
• Excellent organizational skills with the flexibility to manage work at a varied pace depending on operational demands.
• Outstanding customer service orientation and clear, effective communication skills.
• Commitment to understanding and supporting evolving university needs through continuous learning and improvement.
• Alignment with IT Core Values, including continuous improvement, team collaboration, learning from challenges, personal accountability, and a strong sense of determination, focus, and tenacity.​