Senior Department Coordinator-Minneapolis–St. Paul metro area

The Senior Department Coordinator provides high-level administrative, project, and operational coordination support for the department of 2–3 senior leaders (Vice Presidents). The role provides executive-level administrative support including complex calendar management, travel booking, expense report processing, department meeting coordination, and planning and preparation of leadership-ready materials (e.g., presentations/decks).

Requirements

• Provide direct administrative and operational support for 2–3 senior leaders and the broader department
• Provide calendar support for supported VPs, including scheduling, coordination across stakeholders, and managing changes and conflicts.
• Coordinate and support department and VP meetings, including scheduling, agenda support, logistics (rooms/virtual links), materials, and follow-up actions.
• Manage internal stakeholder relationships as the primary point of coordination for department communications, inputs, meeting logistics, and follow-through; coordinate with external stakeholders as needed.
• Composes, edits, and proofreads documents, presentations, reports, letters, and forms for leadership.
• Makes travel arrangements for Vice Presidents as directed.
• Manages and submits monthly Pcard expense reporting to finance for Vice Presidents.
• Submits and owns the purchase order/request process and obtains required signatures.
• Provide organized and effective resources for the department, including maintaining shared materials and coordinating access to key information.
• Collaborates with NMDP administrative staff to accomplish overall administrative objectives and meet the business needs of the department and organization.
• Serve as a key subject matter expert (SME) for assigned department projects and operational initiatives, translating requirements into clear deliverables and timelines.
• Own delivery of assigned milestones by tracking action items, surfacing risks and dependencies, and providing routine status reporting to department leadership and partners.
• Provide conference and event administration support, including venue coordination, attendee logistics, catering arrangements, and post-event reconciliation (e.g., invoices, documentation, and follow-up items).
• Own controlled documents for the department by creating, updating, routing for review/approval, publishing, and retiring documents in accordance with established controls and retention practices.

Benefits

• Health insurance
• Retirement plan
• Paid time off
• Vacation days
• Holidays
• Sick leave
• Life insurance
• Disability insurance
• Employee assistance program