Operations Specialist

Job Description

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).