The Administrative and Operations Specialist is responsible for the day-to-day business operations in Campus Life, an area comprised of Residence Life & Housing, Living-Learning and New Student Programs, and Center for Student Involvement. The Specialist serves as a front-line communicator with faculty, staff, students, and parents/families. This position provides administrative support by coordinating unit and departmental planning and programs, events, and meetings. The Specialist serves as a Procurement Specialist for Campus Life and is responsible for Cost Center purchases and ensuring compliance with university and contract policies. Maintaining budgets, entering and tracking database information, and coordinating multiple staff schedules are all key aspects of the position. Reporting to the Senior Director for Campus Life, this position collaborates with multiple professional staff members within Campus Life to work on projects, tasks, and shared responsibilities. Maintains office hours Monday-Friday 8:30am-5:00pm to allow for interaction with students and staff, with occasional nights and weekends to support programs.

JOB DUTIES/RESPONSIBILITIES:

Administrative & Operations Support (55%)

• Serves as the initial contact for guests entering the office and maintains a high level of visibility and interaction with the student staff, disseminating calls, messages, and information
• Provides administrative support for the Campus Life staff as needed. Attends staff meetings.
• Orders and maintains inventory of office supplies; submits work orders for maintenance issues
• Assists with recruitment and selection process for students, para-professional and professional staff. Completes hiring process for student employees and volunteers in Workday.
• Creates reports to include, but not limited to collecting and compiling information and data from Campus Life staff and campus partners for annual reports, providing student staff GPA reports, and processing Fire Safety and Damage billing.
• Submits room reservations in EMS software, including requests for technology and food
• Attends and supports campus life programs/events and assists during Orientation, which may include occasional evenings and weekends
• Assists staff with annual updates to various publications including the head resident, resident assistant, coordinators, and other associated RLH materials
• Assists with updating and maintaining websites, including uploading files and text editing

• Supports the facilitation of the student conduct process and case management:
  • Schedules meetings and notifications and administers conduct sanction follow up procedures including maintaining accurate records of student obligations and placing/removing “holds” on student records as needed

• Assists the Senior Director with creating conduct reports; distributes to various offices/administrators including the VP for Student Development; includes in annual report
• Schedules meetings and take notes for the University Threat Assessment Team
• Maintains highly confidential records related to university processes; uses Maxient software

Procurement & Budget (40%)

• Serves as a Procurement Specialist responsible for Cost Center purchases and ensuring compliance with university purchasing and contract policies. Submits purchase orders, requisitions, and supplier requests. Holds and is responsible for purchasing and travel cards and submitting reconciliation of purchases in Workday.
• Assists staff and students with purchases and payments, including purchase orders, requisitions, allocating credit card purchases, travel reimbursements, monitoring and record keeping, contracts and resolving budget discrepancies.
• Provides budget reports/updates to department leaders, Senior Director, and campus partners as needed in coordination with the Office of the Vice President

Additional Responsibilities (5%)

• Collaborates regularly with divisional and university staff with similar responsibilities related to operational and administrative support and the Procurement Specialist role. Attends training and stays up to date on related university policies and procedures.
• Serves on Campus Life and Student Development Division committees and working groups as needed to support our collective work

CONTACTS

• Procurement Office, A/P, University Facilities, Events, Conference and Support Services, Catering, Information Services
• Works closely with faculty, staff, students, and parents/families. Works directly with professional staff members and student employees.

SUPERVISION EXERCISED

• Works with and team supervises student staff office assistants

WORKING CONDITIONS/PHYSICAL EFFORT:

• Professional office environment. Limited additional physical demands/effort required of position (e.g. carrying/moving items, assisting with program/event set-ups).

QUALIFICATIONS:

Knowledge, skills & ability

• Must enjoy interacting with college-age students and serving as a resource for them
• Must be able to work well with people in a fast paced, multi-faceted and changing environment
• Must be able to take initiative to seek out information, solve problems and be an active participant in our operation. The ability to communicate clearly and effectively is crucial to this position as well as the ability to respect the confidential nature of our work.
• Must possess excellent word processing skills and/or have experience with Microsoft Word, Excel, Outlook, Publisher, Banner, BannerWeb, Cascade, Workday, Maxient and StarRez or demonstrated ability to learn specialty software

Education & experience

• High School Diploma or GED required. Bachelor’s degree preferred.
• Minimum of three years’ administrative or operational support experience is preferred, preferably at a college or university