Operations Specialist
14 days ago
Lakewood
Job Description Operations Specialist for Academic & Student Affairs Position Type: Full-Time (35 hours per week) Reports To: Vice President of Academic and Student Affairs. Position Summary: 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. Essential Functions: 1. 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.2. 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. 3. 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.4. 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. 5. 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. 6. 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.7. Other Duties:, • Perform additional duties as assigned by the Vice President for Academic and Student Affairs. Qualifications: • 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).