Administrative and Operations Coordinator

Essential Job Functions, Duties, or Accountabilities

• Skilled in the use of various systems, such as Workday, Outlook, Campus Solutions, Salesforce, Sharepoint, and Imaging to perform daily tasks
• Supports Academic Advising Staff on a daily basis using Salesforce case management
• Responsible for monitoring Salesforce dashboards and reporting trends and activities for all 30+ members of the SSA department
• Compiles monthly reports and prepares data regarding Advising and Integrated Student Services activities for distribution to leadership
• Maintains scheduling needs for Assistant Dean, Associate Directors, and staff
• Captures and distributes meeting minutes for staff and department meetings
• Takes the appropriate actions in response to matters assigned by Department Leadership
• Meticulously monitors and maintains departmental distribution lists, general contact lists, and emergency contact lists via Sharepoint
• Maintains the departmental calendar via Outlook to ensure personnel coverage as well as monitoring personal leave submittal
• Serves as the department HR liaison and is responsible for scheduling interviews and coordinating on-boarding efforts and gathering materials and supplies for new hires
• Supports scheduling needs and makes scheduling arrangements as an authorized outlook calendar delegate

Operations And Project Management

• Coordinates office activities and operations to secure efficiency and compliance with company policies
• Oversees facility management, including maintenance and cleaning services
• Serves as a liaison with vendors, suppliers, and contractors
• Responsible for directly supporting the planning and execution of projects
• Tracks the progress and deadlines of all department projects
• Collaborates with various departments to ensure project milestones are met
• Coordinates with IT for all departmental computer equipment purchases and needs

Budget And Travel Support

• Manages budget preparation and expense tracking through Workday
• Processes all purchases, travel, and p-card transactions for/by the department leadership
• Compiles, submits, and tracks expense reports for all members of the SSA leadership team
• Orders and tracks of departmental supplies and inventories
• Maintains departmental budgets and spending and provides monthly updates to Assistant Dean
• Schedules and coordinates all travel arrangements including university travel, training and staff professional development
• Manages and maintains all office supplies and ensures appropriate inventory is available