Project Coordinator, Strategic Initiatives

Project Coordinator, Strategic Initiatives

Job Category: Staff

Requisition Number: PROJE001854

• Full-Time
• Hybrid

• Chicago, IL 60602, USA

Job Details

The Project Coordinator for Strategic Initiatives provides administrative, logistical, and operational support primarily to the Senior Vice President (SVP)/Chief Operating Officer (COO), and to the Office of the President more broadly. Reporting to both the SVP/COO (who also serves in a capacity of Board Secretary) and the Project Manager and Executive Assistant to the President, this role is the primary administrative resource for SVP/COO-driven and board-related projects, priorities, and day-to-day tasks while also supporting presidential office operations in close partnership with and direction from the Project Manager and Executive Assistant to the President.

The work spans four main areas: financial administration (processing and reconciling invoices, expenses, and reimbursements for the Office of the President and Board of Trustees); board logistics and governance support (coordinating meetings, materials, travel, and documentation for the Board of Trustees); communications support (drafting correspondence and providing copyediting and formatting assistance); and general administrative coordination including scheduling, travel, and project tracking.

The dual reporting structure — the SVP/COO and the Project Manager and Executive Assistant to the President — ensures that the role is operationally integrated across the office while remaining directly responsive to SVP/COO priorities. Success in this role requires a genuine commitment to collaboration, operational excellence, accuracy, and policy compliance, and an interest in working in a highly collaborative and fast paced, outcomes driven environment. There will be great exposure to leadership and learning opportunities in this role. 

Key Responsibilities

SVP/COO & Presidential Office Support (40%)

• Provide high-quality administrative support to the SVP/COO and the Office of the President, including calendar management, correspondence, document preparation, and day-to-day operational coordination.

• Create project plans and set meetings with teams according to key priority and project deliverables with consultation with the SVP/COO.

• Prepare, format, and proofread executive materials including briefing documents, presentations, reports, and correspondence — ensuring all materials are polished, accurate, and appropriate for senior leadership audiences.

• Draft initial communications on behalf of the SVP/COO and Office of the President, including internal memos, external correspondence, and other materials requiring a professional and institutional voice.

• Support daily office operations in coordination with the Administrative Manager, Executive Assistant to the President, and other office staff, including phone coverage, visitor management, and office coordination.

• Maintain organized, accurate, and confidential electronic and physical records and files.

• Ensure smooth operations and logistics for meetings and events to maximize time of participants; set up Zoom and Teams meeting links, follow-up to support appropriate meeting attendance, and coordinate to collect, create, and distribute agenda before meetings.

• Serve as a back-up for the President’s scheduler.

Board of Trustees Logistics & Governance Support (20%)

• Serve as a primary administrative point of contact for Board of Trustees members and their support teams — coordinating scheduling, travel, logistics, and communications with professionalism and discretion.

• Support the Board Secretary function by assisting with the preparation and distribution of board and committee materials, meeting minutes, approvals, and governance documentation.

• Coordinate logistics for board meetings and committee meetings — including space reservations, catering, AV and technology needs, travel arrangements, and on-site support.

• Maintain accurate and current board records, including member contact information, committee assignments, term dates, and governance documentation.

• Assist with planning and execution of board-related events and engagements, ensuring smooth operations from planning through close.

Invoice, Expense & Financial Administration (15%)

• Process, track, and reconcile invoices, receipts, expense reports, reimbursements, and check requests for the Office of the President and Board of Trustees — with consistent attention to accuracy, timeliness, and compliance with institutional policies.

• Serve as a primary point of contact for reimbursement and reconciliation within the Office of the President, working closely with the Executive Assistant and Administrative Manager to ensure all financial transactions are processed correctly and on schedule.

• Coordinate with the Finance office on invoice approvals, vendor payments, and budget tracking as needed.

• Maintain organized financial records and documentation to support audits, reviews, and reporting.

Travel Coordination (5%)

• Under the direction of the administrative manager, support coordination of domestic and international travel for the President, SVP/COO, and Board of Trustees members — including itineraries, transportation, lodging, visa or documentation needs, and detailed logistics.

• Anticipate and resolve travel complications proactively, ensuring senior leaders and board members experience seamless, well-managed travel.

• Maintain and reconcile travel-related expenses in accordance with institutional policies.

Project & Administrative Coordination (20%)

• Provide project coordination support for initiatives led by the Office of the President — tracking timelines, action items, deliverables, and follow-up to ensure nothing falls through the cracks.

• Support administrative compliance and documentation efforts, coordinating communications, maintaining records, and assisting with audits or reviews as needed.

• Provide administrative support to senior leadership team committees or working groups, including scheduling, materials preparation, and documentation.

• Collaborate across departments and constituencies with professionalism and discretion, representing the Office of the President with care and institutional awareness.

• Oversee timekeeping and administrative guidance for student workers, temporary staff, or interns supporting the Office of the President, as assigned.

Qualifications

Required

• Prior experience in an administrative, executive support, or operations role — in a professional, academic, nonprofit, or mission-driven environment.

• Strong organizational, time-management, and multitasking skills; ability to manage multiple priorities accurately in a fast-paced environment.

• Excellent writing, editing, and proofreading skills, with the ability to produce clear, polished materials for senior and governance audiences.

• Experience with or demonstrated ability to quickly learn invoice processing, expense reconciliation, and financial record-keeping.

• Proficiency with Microsoft Office (Word, PowerPoint, Excel, Outlook) and Google Workspace.

• High level of professionalism, discretion, and sound judgment in handling confidential information.

•  Proactive, self-directed working style with the ability to anticipate needs and act without waiting to be asked.

• Genuine commitment to operational excellence and continuous improvement.

• Collaborative, collegial approach with the ability to work effectively across diverse constituencies and stakeholders.

• A learning mindset and openness to leveraging tools and resources, including AI.  

• Appreciation for and commitment to the mission of Adler University. 

Preferred

• Experience supporting a Board of Trustees, governing body, or senior executive in a higher education or nonprofit setting.

• Familiarity with board governance processes, meeting administration, or corporate secretary functions.

• Experience coordinating domestic or international travel for senior leaders.

• Demonstrated curiosity and interest in higher education, mission-driven organizations, or institutional leadership.

Salary Range: $55,000.00 - $65,000.00  

Work Environment (Physical Demands):  The usual and customary methods of performing the jobs functions require the following physical demands: some lifting, carrying, pushing, and/or pulling and significant fine finger dexterity. Generally, the job requires 80% sitting, 10% walking, and 10% standing. This job is performed in a generally clean and healthy environment. 

Universal Core Behaviors:  

Commitment to Adler’s Mission   

• Acts with personal integrity, honesty, compassion. and integrity in all professional responsibilities.  
• Aligns professional actions with Adler’s commitment to community-rooted education, research, and impact.  
• Contributes to a culture that advances health, well-being, and community connection — locally and globally.  
• Respects and values colleagues and community partners.  

Accountability and Excellence   

• Demonstrates results-oriented focus and commitment to quality.  
• Consistently meets deadlines and delivers work of high professional standard.  
• Prioritizes service and responsiveness.  
• Seeks opportunities to improve efficiency, effectiveness, and resource use.  
• Takes ownership of performance, seeks feedback, and accepts responsibility for actions. 

Communication   

• Communicates with respect, diplomacy, and professionalism.  
• Demonstrates active listening and comprehension.  
• Expresses ideas clearly and effectively in both oral and written forms.  
• Keeps colleagues informed in a timely and transparent manner.  

Collaboration and Teamwork   

• Actively contributes to and engages with colleagues, partners, and communities.  
• Builds relationships rooted in respect, empathy, and trust.  
• Demonstrates curiosity, courage, and integrity in guiding work and decisions.  
• Makes thoughtful, informed decisions that balance short-term needs with long-term impact.  
• Works cooperatively with colleagues to achieve collective goals.  

Adaptability and Lifelong Learning   

• Approaches challenges with proactive problem-solving.  
• Commits to lifelong learning by continuously developing skills, knowledge, and effectiveness.  
• Supports and adapts to evolving needs in the work environment.  

Partnership with Supervisors   

• Engages supervisors as partners in achieving goals.  
• Fosters open, respectful communication to maintain alignment and clarity.  
• Seeks guidance and feedback when appropriate while demonstrating initiative and accountability.