Operations Coordinator

Job Description

The Operations Coordinator serves as the principal administrative support for the Departments of English and Psychology, reporting to the Associate Dean for Students and Curriculum, with a dotted line to the College Director of Operations. This role requires advanced administrative, organizational, and financial management skills to ensure efficient operations across both departments. The position will oversee budgetary and grant processes, supervise work-study staff, and play a key leadership role in graduate student enrollment and program administration. We seek someone who can work independently and creatively to solve problems, as well as collaborate and coordinate with faculty and leadership in two of our largest departments, which include graduate programs in English, Clinical Psychology, and Industrial/Organizational Psychology.

Key Responsibilities

Administrative Leadership

• Supervise, train, and evaluate work-study staff across both departments.
• Serve as the primary point of contact for faculty, staff, students, and external partners.
• Oversee office operations, including scheduling, correspondence, and record-keeping.
• Maintain confidentiality of sensitive departmental and student information.

Budget, Financial, and Grant Management

• Develop, monitor, and manage departmental budgets, including forecasting, reporting, and reconciliation.
• Prepare and process purchase requisitions, check requests, reimbursements, and Pro-card transactions.
• Assist with budget preparation for grants and special projects; oversee grant expenditures and reporting.
• Provide regular financial and grant-related reports to department chairs.
• Identify opportunities for cost savings and process improvements.

Academic Program and Faculty Support

• Assist department chairs with the preparation and maintenance of course schedules, ensuring timely submission and accuracy in university systems.
• Coordinate the collection and organization of materials for faculty annual reviews, tenure, and promotion processes, maintaining confidentiality and compliance with university policies.
• Support program assessment activities by gathering, organizing, and reporting data related to student learning outcomes and program effectiveness.
• Assist with departmental assessment and accreditation processes by compiling required documentation, coordinating site visits, and ensuring timely submission of reports.
• Serve as a resource for department chairs regarding university policies, deadlines, and best practices related to academic administration.

Graduate Enrollment and Program Administration

• Oversee graduate program applications, admissions, and enrollment for both departments.
• Coordinate graduate student recruitment efforts, including outreach, events, and communications.
• Maintain records and documentation for graduate student progress, assistantships, and conference participation.
• Serve as liaison with the Graduate School and other university offices regarding graduate student matters.

Event and Program Coordination

• Coordinate with faculty to organize and manage departmental events, including conferences, awards banquets, and special lectures.
• Coordinate travel arrangements for faculty, visiting scholars, and graduate students.
• Prepare departmental communication and updates for web and print.

Other Duties

• Maintain and update departmental websites and promotional materials.
• Support faculty recruitment and onboarding processes.
• Perform other duties as assigned

Minimum Qualifications

• Bachelors Degree and 3 years of related experience.
• Proficiency utilizing computer software such as Microsoft Word, Excel, and Outlook.
• Excellent written and verbal communication skills.
• Demonstrated ability to work effectively with diverse groups and administrative levels.
• Strong organizational skills, attention to detail, and ability to manage multiple priorities independently.
• Experience handling confidential information with discretion.

Preferred Qualifications

• Advanced degree (MA or higher)
• Experience in higher education administration.
• Knowledge of university information systems (e.g., Colleague, Concur, Oracle)
• Familiarity with graduate enrollment processes, grant management, and accreditation requirements.

Responsibilities

• Provide administrative leadership and support to the Departments of English and Psychology, reporting to the Associate Dean for Students and Curriculum.
• Supervise, train, and evaluate work-study staff, ensuring a productive and positive work environment.
• Serve as the primary point of contact, maintaining effective communication with faculty, staff, students, and external partners.
• Oversee office operations, including scheduling, correspondence, and record-keeping, with a focus on confidentiality and data security.
• Develop, monitor, and manage departmental budgets, ensuring financial stability and compliance with university policies.
• Assist with grant management, including budget preparation, expenditure oversight, and regular reporting to department chairs.
• Support academic program assessment and accreditation processes, gathering and organizing data, and ensuring timely submission of required documentation.
• Oversee graduate program applications, admissions, and enrollment, coordinating recruitment efforts and maintaining student records.
• Liaise with the Graduate School and other university offices on graduate student matters, ensuring a seamless experience for students.
• Coordinate departmental events, travel arrangements, and communication, promoting a positive and engaging academic environment.

Qualifications

• Advanced degree (MA or higher) with a minimum of 3 years of related experience in higher education administration.
• Proficiency in Microsoft Office Suite and familiarity with university information systems.
• Excellent written and verbal communication skills, with the ability to effectively communicate with diverse groups.
• Strong organizational skills and attention to detail, capable of managing multiple priorities independently.
• Experience in financial and grant management, including budget development and reporting.
• Knowledge of academic program assessment and accreditation processes is preferred.
• Familiarity with graduate enrollment processes and student support is an asset.
• Ability to work collaboratively with faculty, staff, and students, fostering a positive and inclusive environment.
• Discretion and a commitment to maintaining confidentiality of sensitive information.
• A proactive and solutions-oriented approach to problem-solving and process improvement.