Enterprise Admin Support Senior Coordinator

UMA is a nonprofit healthcare educational institution with a national presence. Headquartered in Tampa, Florida and founded in 1994, UMA offers content-rich, interactive online programs as well as hands-on training at our Clearwater, Florida campus. 

• Medical (including prescription), Dental, Vision (UMA subsidized)
• FSA/HSA (Depending on Medical Plan chosen)
• $50,000 Life Insurance (UMA paid)
• Additional Voluntary Life Insurance (Team Member paid)
• Employee Assistance Program – EAP (UMA paid)
• Long Term Disability (UMA paid)
• Short Term Disability (Team Member paid)
• Supplemental Insurance such as Critical Illness, Accident, and Hospital (Team Member Paid)
• Paid Time Off – 15 days accrued in year 1, 9 holidays, and 1 day of Volunteering Time Off
• 401k (eligible upon completion of 90 days of employment and must be at least 21 years of age)
• Pet Insurance
• Identity Theft Protection

Purpose of the Position:
The Enterprise Admin Support Senior Coordinator ensures the seamless operation of departmental administrative functions. This position will enhance the efficiency and effectiveness of our support services, facilitating communication, and providing comprehensive assistance to our Board of Trustees and Executive Working Group. The role will manage data, organize events, track budgets, and implement policies that align with our mission. The position will also manage projects and coordinate events for the department to support the overall success and growth of our institution.

 

What you’ll do:  

1. Administrative Coordination: Oversee daily administrative operations, ensuring smooth and efficient functioning of the institution's support services. Provides administrative support in alignment of the strategic vision of the organization through, but not limited to:
   1. Scheduling, organizing and helping to facilitate necessary meetings in accordance with meeting best practices, including sending invites and agendas, taking and distributing meeting minutes, and following up on action items.
   2. Organizing any onsite meetings or events as requested.
   3. Coordinating and scheduling travel when requested.
   4. Reconciling expenditures and managing budget tracking.
2. Communication Management: Serve as the primary point of contact for internal and external communications, including responding to inquiries and coordinating information flow. Additionally, maintaining confidentiality on all aspects of the role, as needed.
3. Data Management: Maintain and update project management systems, databases, and other essential documentation, ensuring accuracy and confidentiality.
4. Event Planning: Organize and coordinate virtual and in-person events, including meetings, workshops, and conferences.
5. Technology Support: Provide technical assistance and support to our Board of Trustees and Executive Working Group upon request or support as a liaison to our IT team with our stakeholders.
6. Policy Implementation: Assist in the implementation of institutional policies and procedures, ensuring compliance with regulatory standards.
7. Budget Oversight: Monitor relevant budgets, including tracking expenses and preparing financial reports for events and projects as assigned.
8. Staff Lead: Assist in leading administrative support staff, providing guidance, as needed.
9. Project Management: Coordinate and manage special projects, including requests from our Board of Trustees and our Executive Working Group as well as being point of contact for large organizational wide events.
10. Perform other duties as assigned. 

 

Career Level Expectations:

• Experienced role that applies practical knowledge of job area.
• Works independently with general supervision.
• Proactively handles difficult problems.
• May influence others within the job area through explanation of facts, policies, and practices.
• Desire for growth and professional development.

 

Required Skills/Experience:

• Associate’s degree, or equivalent combination of education and experience.
• Organizational Skills: Ability to manage multiple tasks and projects efficiently, ensuring timely completion and maintaining high standards of accuracy.
• Communication Skills: Strong verbal and written communication abilities to effectively interact with internal executive members and external stakeholders.
• Technical Proficiency: Comfortability working with technology in a remote capacity.
• Leadership Skills: Proven ability to lead a team or project, providing guidance as necessary.
• Problem-Solving Skills: Strong analytical and critical thinking abilities to identify issues, develop solutions, and implement effective strategies.
• Ability to professionally communicate fluently in verbal and written English.
• Ability to contribute to a diverse and inclusive work environment.
• Computer literacy/basic computer skills to effectively navigate and utilize the technology required for the role.

 

Preferred Requirements:

• 5 years of administrative support experience.
• Strong/advanced proficiency in any of the above required skills/experience.
• Proficient in MS Office (Word, Excel, PowerPoint) and other business tools such as Microsoft Teams.

 

Compliance: 

• Demonstrate knowledge of, and carefully follow, all applicable federal and state compliance requirements and regulations including those prescribed by the U.S. Department of Education, accrediting agencies, state regulations, and internal policies and procedures.   
• Effectively communicate compliance requirements to other staff as appropriate and quickly escalate any compliance concerns to the Compliance department.

 

Work Environment/Physical Demands: 

• This is a remote position with onsite attendance as needed.
• Home office set up, quiet place to work, and ability to hard wire into high-speed internet connection. 
• May require setup of computer equipment, accommodation consideration available upon request. 
• Flexibility to work evenings and weekends, as needed. 

OUR VALUES

Our institutional values are shaped and validated by our team members. They describe how we strive to operate and are the standards of behavior we look to embody. 

ACT WITH INTEGRITY

We operate honestly and ethically in an industry-compliant fashion. We are fair and trustworthy in our interactions with all we serve. Our team members, at all levels, lead by example and strive to do the right thing for our students and for each other. We are disciplined professionals who strive to be straightforward and dependable.

CHAMPION STUDENT OUTCOMES

We live by a strong commitment to our students and are passionate about preparing them for meaningful careers. We are deeply dedicated to ensuring students’ educational and career success. We excel at building our students’ confidence and empowering them to reach their full potential.

COMMIT TO TEAM MEMBER SUCCESS

We are committed to our team members’ success and to each other’s success. We strive to create an environment that attracts and retains the best talent while offering continuous learning, professional development and career growth opportunities. We recognize and reward our team members for their contributions to the organization and to our students.

PURSUE RESULTS WITH PURPOSE

We pursue results with a sense of urgency and purpose. We take responsibility for achieving ambitious, measurable results and hold each other accountable. We think strategically and critically, greet new ideas and challenges openly, and look for innovative solutions to challenges.

HAVE FUN. BUILD ENERGY

Enjoying what we do is central to achieving our goals. Building energy, having fun, being optimistic and creating a positive working environment are all critical to our success and that of our students. We strive to be inspired and to inspire others. We consistently show appreciation and celebrate our successes, both large and small.

WORK AS ONE

We believe that diverse, inclusive teams produce breakthrough results. We strive to build and maintain positive relationships with colleagues from all types of backgrounds by showing respect and humility when interacting with each other and resolving conflicts in a constructive manner. By working together, we win together - as one - ensuring that the goals of the company are the focal point of our efforts.

UMA will NEVER ask you to send money or ask you to provide bank account information in order for you to get reimbursed for tools to work. If you have been contacted by someone claiming to be from UMA about a job posting, you can always verify the position at https://workatuma.com/