Administrative Assistant and Project Coordinator, Campus Security

Art and Wellness Enterprises (AWE) is a professional services organization supporting non-profits founded by Alice Walton, including the Alice L. Walton Foundation, Alice L. Walton School of Medicine, Art Bridges Foundation, Crystal Bridges Museum of American Art, the Momentary, and Heartland Whole Health Institute.

Job Description:

Job Title: Administrative Assistant and Project Coordinator, Campus Security
FLSA Classification: Non-Exempt
Reports to: Director of Campus Security and Technology
Location:  Bentonville, Arkansas (On-site)

Art and Wellness Enterprises (AWE) supports operating non-profits founded by Alice Walton, including the Alice L. Walton Foundation, Alice L. Walton School of Medicine, Art Bridges, Crystal Bridges Museum of American Art, the Momentary, and Heartland Whole Health Institute.

About The Position

The Security Administrative Assistant and Project Coordinator provides vital administrative and project support to the Campus Security team at Art and Wellness Enterprises. This role manages day-to-day operations including scheduling, correspondence, data entry, compliance tracking, and budget coordination, while also assisting with departmental onboarding, vendor coordination, and facilities logistics.

In addition, the position supports the Director of Campus Security and Technology by coordinating cross-functional projects, preparing reports and presentations, and maintaining organized systems and documentation. Success in this role requires strong organizational skills, discretion, attention to detail, and the ability to manage multiple priorities in a fast-paced, confidential environment.

Essential Duties and Responsibilities

• Provide comprehensive, high-level administrative support to the Director of Security and Technology and Operational Managers by handling correspondence, managing calendars and schedules, fielding inquiries, arranging meetings, receiving visitors, maintaining organized filing systems (digital and physical), and drafting, proofreading, and formatting materials in alignment with organizational standards.
• Coordinate and support special projects led by the Director, including project tracking, milestone management, stakeholder meeting logistics, and preparation of status updates, presentations, and reports.
• Support day-to-day operations of Campus Patrol and Control Room functions, including schedule maintenance, uniform and equipment management, departmental vehicle tracking, and onboarding coordination for new security personnel.
• Maintain organized systems for internal and external communication, recordkeeping, and document management.
• Coordinate data collection, entry, and reporting of security and safety incidents to ensure compliance with the Jean Clery Safe Campus Act, OSHA regulations, and fire codes across the ecosystem.
• Monitor, track, and process a high volume of invoices, expense reports, and reconciliations. Assist in the preparation and administration of department budgets, projections, and financial reporting activities.
• Maintain contact lists for contractors and vendors, track maintenance contracts and renewal dates, and serve as liaison between campus staff to facilitate work order requests and interdepartmental coordination.
• Manage Outlook calendar scheduling, assist in meeting coordination, and support departmental events and travel arrangements, including booking transportation, accommodations, and preparing itineraries.
• Order and manage department supplies, uniforms, and equipment inventory.
• Assist with internal/external communications, mail distribution, and the production and dissemination of materials to staff, clients, and prospective partners.
• Support departmental operations and strategic goals by performing general administrative tasks, data entry, spreadsheet management, and other similar administrative duties.
• Other duties as assigned.

Qualifications and Requirements

• High school diploma or GED required. Coursework or certification in office administration, project management coordination, or related fields such as administrative management or office technology preferred.
• 2-3 years of experience in administrative support, office coordination, or project management, with a focus on managing schedules, correspondence, and supporting operational teams.
• Strong organizational skills with the ability to manage multiple tasks and competing priorities in a busy environment.
• Working knowledge of standard administrative practices, including recordkeeping, minute-taking, and meeting preparation.
• Proficient in writing business correspondence and preparing clear, concise administrative and technical reports.
• Strong mathematical, analytical, and quantitative reasoning skills.
• Effective communication skills in English, both verbal and written.
• Excellent interpersonal and customer service skills, grounded in professionalism, courtesy, and approachability.
• Ability to work independently with initiative, as well as collaboratively in a team environment.
• Ability to maintain the highest level of confidentiality and exercise sound judgment.
• Willingness and ability to learn and use specialized software systems.
• Familiarity with the Jean Clery Safe Campus Act and its reporting requirements.
• Understanding of OSHA safety standards and applicable fire code compliance.
• Basic knowledge of security and safety technologies, such as video surveillance, alarms, access control systems, and fire systems preferred.
• Demonstrated ethical standards in all business and administrative practices.
• Professional phone etiquette and the ability to represent the organization effectively.

Physical Demands and Work Environment

The physical demands and work environment characteristics described here are representative of those required by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

Physical Demands: In the work environment described, position requires utilizing a computer and a telephone for prolonged periods of time and good eye/hand coordination, bending and stretching, and physical stamina to lift and transport a minimum of 10 pounds. Visual acuity to review written materials is required for this job.

Work Environment: Work is performed full-time (Monday-Friday, 8 a.m.-5 p.m.) in a professional, climate-controlled office environment with standard office equipment, including computers, printers, and telephones. This role requires working in an open setting near colleagues. The noise level is typically low to moderate. The role also requires regular interaction with both the public and internal team members in a professional and courteous manner. Some local travel will be required, and a flexible schedule may be necessary to accommodate business needs, including occasional evening and weekend work hours.

Art and Wellness Enterprises, LLC is an equal opportunity employer committed to building and maintaining a workplace that is free of discrimination and harassment of any kind. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, veteran status, or any other status protected by the laws or regulations in the locations where we operate. 

All offers of employment are contingent on your successful completion (where permitted by state law) of a confidentiality agreement and a background check.  In addition, you will need to provide proper identification verifying your eligibility to work in the United States.