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Operations Coordinator

Boston, MA 02215

Posted: 10/25/2022 Employment Type: Contract To Hire Job Category: Administrative Job Number: 517462 Is job remote?: No Country: United States

Job Description


Operations Coordinator

Must Haves:
- Bachelor’s degree in related field
-  3-5 years in higher education administration or equivalent administrative experience
- Microsoft Office applications and Zoom experience
- Facilities experience

Summary

The Operations Coordinator is an integral member of the operations team who supports the day-to-day operations of a demanding and complex unit and serves as the operations liaison between our college, the university, and the community we serve. Under the supervision of the Executive Director of Operations, the OC provides support and coordination of a variety of business activities requiring independent judgment and performs a variety of advanced administrative duties of considerable complexity requiring a significant level of knowledge of the college and of the department including its services, policies, procedures, and operational details.

Core Responsibilities 40%
  • The Operations Coordinator provides high-level administrative support to the Executive Director of Operations and performs executive-level duties of a confidential and sensitive nature. The Operations
  • Coordinator assists in drafting high-level communications and prepares and distributes agendas and meeting materials. Additionally, the OC facilitates the resolution of matters requiring the EDO's attention and supports all special projects and events under the Operations office's umbrella.
  • The Operations Coordinator manages the operations calendar and collaborates with Registrar, Graduate Admissions, Department and Associate Dean's Administrative Coordinators, Events Specialist, and MARCOMM to ensure the calendar captures all college events and processes.
  • Additionally, the OC is responsible for updating the Emergency Management Action plan and the Operations manual as needed.
  • The OC works in collaboration with MARCOMM to ensure the operations web page captures the most up-to-date information within the college.
  • The Operations Coordinator supports the EDO with data management related to operations including but not limited to consolidation and management of Financial trackers, Sourcing and Procurement trackers, Internal Funding Requests, Student Hiring Requests, Staff Records, and other items as needed.


Core Responsibilities 30%
  • The Operations Coordinator supports the EDO with all the projects related to facilities, including but not limited to submitting inventory management, the ordering of supplies for operations, facilities service requests (FSR), updating all trackers pertaining to facilities, as well as processing and submitting all internal service request (ISR) forms to include catering, facilities, AV services, parking, office supplies, logistics, and other facilities services as needed.
  • The Operations coordinator serves as the primary customer service representative and coordinator for facility related matters in assigned buildings and acts as liaison between building occupants, facilities staff, maintenance staff, project managers and other service providers.
  • The OC also provides status updates on facilities related issues to building occupants, leadership, and other stakeholders through correspondence, reports, and presentations.
  • The OC is responsible for touring assigned buildings on a regular basis and identifying, documenting and following-up on facility matters requiring attention, submitting maintenance work order requests for repairs and ensuring work is completed as required and/or expected.
  • Additionally, the OC will proactively recommend facility repairs and improvements and manage resolution of facility issues and monitor progress of improvements.
  • The OC will also assist staff and faculty with office keys for proprietary spaces.

Core Responsibilities 30%
  • The Operations Coordinator supports the operations office with issues related to mail and delivery and is responsible for working with the IMC to ensure the mailboxes are up to date and accurately represent staff and faculty.
  • Moreover, the OC provides exceptional customer service to members of our community by furnishing and obtaining information; resolving routine problems; assisting with procedures, processes, and requirements, performing other customer service responsibilities as necessary.
  • The OC is responsible for managing and overseeing work-study student information and scheduling, and managing printing services including copy machine, fax machine, printers, and printing supplies.
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