Operations Specialist

Position Type: Full-Time (35 hours per week)

About the Role

The Operations Specialist provides strategic administrative and operational support to Academic & Student Affairs. This role is responsible for managing key office operations, coordinating cross-departmental initiatives, and ensuring the seamless execution of administrative processes that support student engagement, academic affairs, and institutional leadership. The Operations Specialist serves as a primary administrative integrator of Student Affairs and Academic Affairs, requiring exceptional organizational, communication, and problem-solving skills. This position involves maintaining strict confidentiality and discretion while managing complex administrative tasks, budget tracking, and event coordination.

Responsibilities

• Administrative & Executive Support:
  • Serves as the primary administrative integrator across the units in Academic & Student Affairs.
  • Manage strategic operations, overseeing scheduling, meeting facilitation, and executive correspondence to support institutional priorities.
  • Manage office operations by ensuring the secure handling of confidential files, preparing strategic reports, and facilitating sensitive communications.
  • Coordinate meetings, conferences, and special events, including travel arrangements, catering, and logistical planning.
• Financial & Resource Management:
  • Track and monitor budgets for Student Affairs and Academic Affairs, ensuring compliance with institutional policies.
  • Process purchase orders, AMEX reconciliations, and vendor payments for office-related expenses.
  • Manage financial records for academic initiatives, faculty engagement programs, and other units in Academic Affairs.
  • Oversee inventory and procurement of office supplies and equipment, ensuring efficient resource allocation.
• Student & Faculty Support:
  • Support students by providing guidance and directing them to appropriate university resources.
  • Support faculty with logistical needs for provost-level programs, including event coordination and transportation.
• Document Management & Reporting:
  • Prepare and manage administrative documents, including handbooks and policy updates.
  • Manage data processing, generate analytical reports, and evaluate student engagement metrics used to inform strategic decision-making.
• Event Planning & Program Support:
  • Assist in the planning and execution of events, workshops, and professional development sessions for students, faculty, and administrators.
  • Manage event logistics, including invitations, RSVP tracking, room reservations, and post-event reporting.
  • Support institutional initiatives by conducting research, drafting reports, and coordinating special projects.
• Coordination with Academic Affairs & University Committees:
  • Serve as the primary administrative liaison between the Vice President for Academic and Student Affairs and university stakeholders, managing communications and operational needs.
  • Assist in academic award processing, faculty recognition programs, and student success initiatives.
• Other Duties:
  • Perform additional duties as assigned by the Vice President for Academic and Student Affairs.

Requirements

• Education & Experience:
  • Associate or bachelor’s Degree required.
  • Previous office experience, particularly in an academic or student affairs setting, preferred.
  • Experience in providing executive-level administrative support is desirable.
• Skills & Abilities:
  • Detail-oriented, with the ability to organize and handle multiple priorities in a fast-paced environment.
  • Excellent interpersonal, communication (both verbal and written), and time management skills.
  • Proficient in MS Office applications (Word, Excel, PowerPoint, Teams, and Access).
  • Proficient in Zoom.
  • Ability to maintain confidentiality and handle sensitive matters with discretion.
  • Strong organizational skills with the ability to manage complex tasks and large amounts of data.
  • Sedentary lifting, up to 10 pounds maximum, with occasional lifting and carrying small items (e.g., files, manuals, binders).

Schedule

Full-Time (35 hours per week)